COLLEGE OF DUPAGE
Re g u lar Bo ar d o f Tr u st e e s Me e t i n g Oct o b e r 1 5 , 2 0 0 9
BOARD OF TRUSTEES OF COMMUNITY COLLEGE DISTRICT NO. 502 COUNTIES OF DuPAGE, COOK AND WILL, STATE OF ILLINOIS
THURSDAY, OCTOBER 15, 2009 REGULAR BOARD MEETING AGENDA
7:00 p.m. – REGULAR BOARD MEETING – SRC-2052 1. 2. 3. 4. 5. 6. 7. 8. 9. CALL TO ORDER ROLL CALL APPROVAL OF AGENDA PRESENTATIONS STUDENT TRUSTEE’S REPORT PRESIDENT’S REPORT COMMENTS FROM COLLEGE OF DUPAGE EMPLOYEES COMMENTS FROM CITIZENS CONSENT AGENDA** (Roll Call Vote) 9. A. For Information: Standard Items
9. A. 1) 9. A. 2) 9. A. 3) Gifts and Grants Report Governmental Consortium/Cooperative Purchases Report Financial Statements a) Schedule of Investments b) Operating Funds – Budget and Expenditures c) Tax Levy Collections Minutes a) 09/17/09 Regular Board Meeting b) 09/30/09 Special Board Meeting c) 09/17/09 Closed Session – Confidential for Board Only
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9. B. For Approval: Standard items
9. B. 1)
9. B. 2)
Financial Reports a) September Treasurer’s Report b) Payroll and Accounts Payable c) Budget Transfer Report Bids a) b) c) BIC Renovations Moving Services – Rejection BIC Environmental Abatement College Vehicles
9. B. 3)
9. B. 4) 9. B. 5)
Requests for Proposals – None this month Purchase Orders a) JJR – Work Force Development Center & Culinary Arts Center Landscaping Design Contract b) Comcast Internet Services Agreement Renewal c) Apple Computer Equipment Personnel Actions Addendum to the Joint Educational Agreement between William Rainey Harper College and College of DuPage Monthly Construction Project Summary FMP Budget and Schedule
9. B. 6) 9. B. 7)
9. C. For Information: Constructed-Related Items
9. C. 1) 9. C. 2)
9. D. For Approval: Construction-Related Items
9. D. 1)
Ratification of Construction Change Orders FMP Projects Non-FMP Projects
9. D. 2)
Approval of Construction Change Orders – None this month FMP Projects Non-FMP Projects The Rise Group, LLC, Contract Modification
9. D. 3)
10.
NEW BUSINESS 10. A. For Information
10. A. 1) 10. A. 2)
Revised Board Policy 10-55, Investment of College Funds Revised Board Policies: a) 10-110, Assemblage on College Facilities b) 10-125, Distribution of Printed Material c) 20-5, Non-Discrimination Policy Statement on Auditing Standard (SAS) 114
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10. A. 3)
10. B. For Approval
10. B. 1)
Revised Board Policies: a) 15-25, Employee Code of Ethics Policy b) 15-170, Causes for Termination of College Personnel Policy c) 15-335, Academic Freedom / Instructional Material – Full-Time Faculty Policy Approval of 2010 Board Meetings Dates FY2009 Audit a) Comprehensive Annual Financial Report Fiscal Year Ended June 30, 2009 b) Management Letter Certification of Chargeback Reimbursement (FY2009)
10. B. 2) 10. B. 3)
10. B. 4)
11.
ANNOUNCEMENTS BY BOARD CHAIRMAN
11. A. Communications 11. B. Calendar Dates On-Campus Events (Note: * = Required Board Event) • Thursday, November 19 – Regular Board Meeting* Off-Campus Events
12. 13.
CLOSED SESSION (if necessary) – SRC-1450 A & B ADJOURN
** Certain recurring recommendations may be included in the Consent Agenda at the discretion of the President. At the request of a Trustee or the President, an item may be removed from the Consent Agenda for separate discussion or approval.
FUTURE MEETINGS Thursday, November 19, 2009 7:00 pm – Regular Board Meeting, SRC-2052 Immediately following Board Meeting – Closed Session, SRC-1450 A&B
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Approval of Agenda Item 3. October 15, 2009
APPROVAL OF BOARD MEETING AGENDA
PURPOSE: At this time, the Board may approve tonight’s agenda.
RECOMMENDATION: THAT THE BOARD OF TRUSTEES APPROVE TONIGHT’S BOARD MEETING AGENDA.
Consent Agenda Item 9. A. 1) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING STANDARD BOARD INFORMATION
1.
SUBJECT Grants and Gifts Status Report.
2.
REASON FOR CONSIDERATION The Board is provided with a monthly update of grants and gifts.
3.
BACKGROUND INFORMATION The attachment reports the current status of operational public and private grants to the College, and status of cash donations and in-kind gifts to the Foundation.
College of DuPage Foundation Gift Summary Report
September 1, 2009 - September 30, 2009
Fund Description
Arts Center Programming Fund Buffalo Theatre Ensemble COD General Athletic Fund COD Women's Soccer Program General Fund General Scholarship Fund Golf Day - Sept 14, 2009 Healthcare Initiative Scholarship Lecture Series Morrissey Dental Hygiene Scholarship New Philharmonic/DuPage Opera Theatre Veterans Textbook Scholarship WDCB Public Radio Future Fund
Gift Count
14 2 2 2 8 4 99 1 3 1 1 1 10
Cash
$1,687.20 $550.00 $50.00 $800.00 $130.00 $70.00 $30,428.00 $30.00 $125.00 $580.00 $50.00 $25.00 $415.00
Pledges/Stocks
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $85.00
Gifts-In-Kind
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $7,187.94 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Other
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Total
$1,687.20 $550.00 $50.00 $800.00 $130.00 $70.00 $37,615.94 $30.00 $125.00 $580.00 $50.00 $25.00 $500.00
Grand Totals: 148 Gift(s) listed 109 Donor(s) listed
$34,940.20
$85.00
$7,187.94
$0.00
$42,213.14
College of DuPage Foundation Gift Summary Report
July 1, 2009 - September 30, 2009
Fund Description
Buffalo Theatre Ensemble COD General Athletic Fund Hospitality Administration Program New Philharmonic/DuPage Opera Theatre UPS/Career Services WDCB Public Radio Future Fund COD Women's Soccer Program Golf Day - Sept 14, 2009 General Fund Healthcare Initiative Scholarship Certificate of GED Schol IL Health Improvement Scholarship Fund Greg Joos Memorial Scholarship Morrissey Dental Hygiene Scholarship Rotary - Naperville Vocational Scholarship Fund Veterans Textbook Scholarship A. Zarcone Memorial Scholarship General Operating Endowment General Scholarship Fund Arts Center Programming Fund Healthcare Instructional Support Lecture Series Library Development Fund George Macht Fund Holiday Greetings Fund
Gift Count
10 6 2 12 2 32 2 147 33 5 1 1 1 1 1 9 1 1 17 73 4 50 1 1 1
Cash
$1,102.00 $150.00 $1,300.00 $2,050.00 $13,900.00 $2,488.00 $800.00 $65,678.00 $1,436.00 $3,480.00 $4,000.00 $800.00 $1,000.00 $580.00 $30,000.00 $875.00 $50.00 $25.00 $626.00 $13,181.30 $50,050.00 $4,150.00 $7,000.00 $36.00 $1,000.00
Pledges/Stocks
$0.00 $0.00 $0.00 $0.00 $0.00 $85.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $500.00 $0.00 $200,000.00 $0.00 $0.00 $0.00 $0.00
Gifts-In-Kind
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $11,611.25 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $12,500.00 $0.00 $0.00 $0.00 $0.00
Other
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Total
$1,102.00 $150.00 $1,300.00 $2,050.00 $13,900.00 $2,573.00 $800.00 $77,289.25 $1,436.00 $3,480.00 $4,000.00 $800.00 $1,000.00 $580.00 $30,000.00 $875.00 $50.00 $25.00 $1,126.00 $13,181.30 $262,550.00 $4,150.00 $7,000.00 $36.00 $1,000.00
Grand Totals: 414 Gift(s) listed 301 Donor(s) listed
$205,757.30
$200,585.00
$24,111.25
$0.00
$430,453.55
College of DuPage FY10 Grants Report July 1, 2009 - September 30, 2009 Note: New Entries in Bold
Project Director Start Date End Date
Granting Agency
Title
Division
Type
Amount
Description
COMPETITIVE GRANTS Illinois Community College Board Illinois State Library/ Literacy Office Illinois State Library/ Literacy Office Illinois Law Enforcement Training & Standards Board Illinois Law Enforcement Training & Standards Board Illinois Law Enforcement Training & Standards Board National Endowment for the Arts and New England Foundation for the Arts National Endowment for the Arts and New England Foundation for the Arts Adult Education and Family Literacy FY10 Adult Volunteer Literacy: FY10 People Educating People (PEP) Family Literacy Project: FY10 West Chicago Cyber Terrorism: FY09 Second Half Advanced Cyber Terrorism: FY09 Second Half Disaster Preparedness for First Responders: FY09 Second Half Continuing Education Continuing Education Continuing Education Continuing Education Continuing Education Continuing Education Maria Martinez Maria Martinez Joan Morris Maria Martinez Carol Garcia Jim Kempinski William Lawler Jim Kempinski William Lawler Jim Kempinski William Lawler Federal/ State $1,366,549 7/1/09 To support FY10 Adult Education and Family 6/30/10 Literacy programming. Community volunteers to give individualized instruction and provide tutoring for ABE, 6/30/10 GED, ESL classes. Support the Leer es Poder (Reading is 6/30/10 Power) family literacy program. Suburban Law Enforcement Academy (SLEA) 6/30/09 Cyber Terrrorism Training. Suburban Law Enforcement Academy (SLEA) 6/30/09 Advanced Cyber Terrorism Training. Suburban Law Enforcement Academy (SLEA) Disaster Preparedness for First Responders 6/30/09 Training.
State State
$39,000 $29,750
7/1/09 7/1/09
State
$43,200
1/1/09
State
$40,800
1/1/09
State
$10,421
1/1/09
Kevin Locke Native Dance Ensemble
Liberal Arts
Stephen Cummins
Federal
$4,000
7/1/09
To support the MAC performances in November 11/30/09 2009.
Aspen Santa Fe Ballet
Liberal Arts
Stephen Cummins
Federal
$1,000
7/1/09
To support the MAC performance in February 3/15/10 2010.
COMPETITIVE GRANTS (Includes grants from State, Federal and Private Agencies where the proposal was in
competition with other proposals and awards were made to a select number of institutions based on the merits of the project and proposal.)
$1,534,720
College of DuPage FY10 Grants Report July 1, 2009 - September 30, 2009 Note: New Entries in Bold
Project Director Start Date End Date
Granting Agency
Title
Division
Type
Amount
Description
AGENCY ALLOCATED GRANTS Illinois Community College Board Academic Affairs Federal/ State To support programs that will enhance Career and Technical Education (CTE) 6/30/10 programs.
Postsecondary Perkins FY10
Glenda Gallisath
$612,296
7/1/09
AGENCY ALLOCATED GRANTS (Includes grants where it was necessary to develop a concept or project and
follow comprehensive guidelines for proposal submission in order to receive allocated funds. Adherence to reporting requirements and ability to measure successful program outcomes determines the level of the award.)
$612,296
SUBCONTRACTOR / PARTNER in GRANT SUBCONTRACTOR / PARTNER in GRANT FY10 Total All Grants: as of September 30, 2009 $0 $2,147,016
Consent Agenda Item 9. A. 2) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING STANDARD BOARD INFORMATION ___________________________________________________________________
1.
SUBJECT Governmental Consortium/Cooperative Purchases Report.
2.
REASON FOR CONSIDERATION The Board is provided with a monthly update of purchases from consortium, cooperatives and state contracts.
3.
BACKGROUND INFORMATION The following report is a summary of current major purchases from consortiums, cooperatives and state contracts.
Date
Vendor
Agreement Description Enterprise Server Virtualization Software & Maintenance
$ Amount
Open Systems of 9/25/09 Cleveland
MHEC*
$28,594.56
* Midwestern Higher Education Compact
Consent Agenda Item 9. A. 3) October 15, 2009 COLLEGE OF DUPAGE REGULAR BOARD MEETING STANDARD BOARD INFORMATION ___________________________________________________________________
1.
SUBJECT Financial Statements.
2.
REASON FOR CONSIDERATION For monthly Board information.
3.
BACKGROUND INFORMATION a) Schedule of Investments – This report is presented to the Board for information each month. It lists the Schedule of Investments for each of the College’s Funds. The report details the purchase and maturity dates and interest rate earned. Operating Funds – Budget and Expenditures - This report is presented to the Board for information each month. It lists the budget-to-actual results for the current fiscal year for the Operating Funds. Tax Levy Collections – This report is presented to the Board for discussion purposes on a quarterly basis (July, October, January, April). This report lists the tax receipts by counties and also by each of the funds that levy taxes.
b)
c)
Consent Agenda Item 9. B. 1) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING STANDARD BOARD APPROVAL
1.
SUBJECT Approval of Board Meeting Minutes.
2.
REASON FOR CONSIDERATION The minutes of all Board of Trustees Meetings of Community College District #502 must be approved by the Trustees at a public Board Meeting.
3.
BACKGROUND INFORMATION Minutes are normally approved the month following the meeting dates.
4.
RECOMMENDATION That the Board of Trustees approve the following Board Meeting Minutes: a) b) c) 09/17/09 Regular Board Meeting 09/30/09 Special Board Meeting 09/17/09 Closed Session – Confidential for Board Only
Item # 9. B. 1) a) BOARD OF TRUSTEES OF COMMUNITY COLLEGE DISTRICT NO. 502 COUNTIES OF DuPAGE, COOK AND WILL, STATE OF ILLINOIS MINUTES OF THE REGULAR MEETING THURSDAY, SEPTEMBER 17, 2009 HELD ON CAMPUS IN SRC-2052, GLEN ELLYN, IL 6:00 p.m. – REGULAR BOARD MEETING 1. CALL TO ORDER – The Regular Board Meeting was called to order by Chairman Wessel at 6:03 p.m. in SRC-2800. 2. ROLL CALL Present: Trustees David Carlin, Sandy Kim, Allison O’Donnell, Kim Savage, Nancy Svoboda, Kathy A. Wessel, and Student Trustee Ashley Wilson. Absent: Trustee Joseph Wozniak. Also present: President Dr. Robert L. Breuder, Legal Counsel Frank Garrett, members of the President’s Cabinet. staff members, representatives of the press, and visitors. (Minutes prepared by Karen V. Neely,
Administrative Assistant in the Office of the President.)
BEGIN CLOSED SESSION – At 6:05 p.m., Kim moved, Svoboda seconded, THAT THE BOARD OF TRUSTEES HOLD A CLOSED SESSION IN SRC-2800 FOR THE PURPOSES OF DISCUSSING: (1) LITIGATION, WHEN AN ACTION AGAINST, AFFECTING, OR ON BEHALF OF THE PARTICULAR PUBLIC BODY HAS BEEN FILED AND IS PENDING BEFORE A COURT OR ADMINISTRATIVE TRIBUNAL, OR WHEN THE PUBLIC BODY FINDS THAT AN ACTION IS PROBABLE OR IMMINENT, IN WHICH CASE THE BASIS FOR THE FINDING SHALL BE RECORDED AND ENTERED INTO THE MINUTES OF THE CLOSED MEETING; AND (2) DISCUSSION OF MINUTES OF MEETINGS LAWFULLY CLOSED UNDER THIS ACT, WHETHER FOR PURPOSES OF APPROVAL BY THE BODY OF THE MINUTES OR SEMI-ANNUAL REVIEW OF THE MINUTES AS MANDATED BY SECTION 2.06. In an advisory comment, Wilson indicated preference for the motion. On roll call, voting aye: Carlin, Kim, O’Donnell, Savage, Svoboda, and Wessel. Motion carried unanimously. CONCLUDE CLOSED SESSION – At 6:59 p.m., Savage moved, Kim seconded, THAT THE CLOSED SESSION CONCLUDE AND THE BOARD MOVE TO SRC-2052 TO RESUME THE REGULAR BOARD MEETING IN OPEN SESSION. On voice vote, motion carried unanimously. 7:00 p.m. – REGULAR BOARD MEETING – The Regular Meeting of the Board of Trustees was called back to order by Chairman Wessel at 7:08 p.m. in SRC-2052. 3. APPROVAL OF AGENDA – O’Donnell moved, Wilson seconded, THAT THE BOARD OF TRUSTEES APPROVE THE AGENDA FOR THE REGULAR BOARD MEETING OF SEPTEMBER 17, 2009. On voice vote, motion carried unanimously. PRESENTATIONS – Presentations will be given under Item #6, President’s Report.
4.
Regular Board Meeting of 09/17/09 Page 1 of 15
5.
STUDENT TRUSTEE REPORT – Student Trustee Wilson reported: • Thank you to Dr. Breuder and his staff for handing some major concerns so swiftly including shared governance plans, noise in the BIC Building, the need for clocks in the HSC and TEC Buildings, the reinstatement of $100,000 in Honors Scholarship tuition waivers, Library operating hours during finals week, and the improved College logo – just to name a few. • SLC Spirit Week (October 12-17) is in production. • She attended the Illinois Community College Board—Student Advisory Committee (ICCB-SAC) Meeting in Springfield on September 11 & 12 where discussions were held on the $200 million cut in Monetary Award Program (MAP) grants.
Counsel Frank Garrett left the meeting at 7:49 p.m.; he returned to the meeting at 8:01 p.m. 6. PRESIDENT’S REPORT • At the Board’s request, Associate Vice President of Administrative Affairs Thomas Ryan presented Fund Balance information. Dr. Breuder reported on a state legislator’s visit to the College who noted that state government has the ability to pass law requiring the expenditure of money; however, they do not take the next step and provide a means for the money – this, perhaps, explains why Illinois government is in arrears in excess of $11 billion. The Follet Higher Education Group presented the College with a $250,000.00 check as part of a recently renewed five-year contract agreement. For nearly ten years, Follet and C.O.D. have partnered together.
•
7.
COMMENTS FROM COLLEGE OF DUPAGE EMPLOYEES – The following employees and students presented their comments to the Board: • • • • • • • • • • • • Joel Quam, Geography Professor Barbara Fried, Part-Time Counselor Lana Hall, Counselor Deb Humphreville, General Adviser Maurice LeMoine, Academic Adviser Cheryl Baunbach-Caplan, Academic Adviser Ken Gray, Psychology Professor Jim Ryan, Specialty Healthcare Adviser Nancy Stanko, Faculty Association President Mike Dusik, College of DuPage Adjuncts Association (CODAA) President Billal Verani, Student Leadership Council (SLC) Vice-President Elisa Stough, SLC President
8.
COMMENTS FROM CITIZENS – The following citizens presented their comments to the Board: • • Gino Impellizzeri Violet Lalicon
(If provided, complete written comments attached to permanent 09/17/09 Board packet materials.)
Regular Board Meeting of 09/17/09 Page 2 of 15
9.
CONSENT AGENDA – O’Donnell moved, Wilson seconded, THAT THE BOARD OF TRUSTEES APPROVE THE CONSENT AGENDA CONSISTING OF THE FOLLOWING ITEMS: A. FOR INFORMATION: STANDARD ITEMS – The Board reviewed the following items of information: 1) 2) 3) Gifts and Grants Report Governmental Consortium/Cooperative Purchases Report Financial Statements: a) Schedule of Investments b) Operating Funds – Budget and Expenditures MINUTES – THAT THE BOARD OF TRUSTEES APPROVE THE MINUTES OF THE FOLLOWING BOARD MEETINGS: a) 08/20/09 REGULAR BOARD MEETING b) 08/28/09 BOARD RETREAT c) 08/29/09 BOARD RETREAT d) 08/20/09 CLOSED SESSION at 6:12 p.m. – Confidential for Board Only e) 08/20/09 CLOSED SESSION at 8:05 p.m. – Confidential for Board Only f) 08/28/09 CLOSED SESSION – Confidential for Board Only FINANCIAL REPORTS – THAT THE BOARD OF TRUSTEES APPROVE THE FOLLOWING FINANCIAL REPORTS: a) AUGUST TREASURER’S REPORT b) PAYROLL AND ACCOUNTS PAYABLE BIDS – THAT THE BOARD OF TRUSTEES APPROVE THE FOLLOWING BID RECOMMENDATIONS: a) WALK-IN COOLER RENOVATIONS – THAT THE BOARD OF TRUSTEES AWARD THE BID FOR WALK-IN COOLER RENOVATIONS TO THE LOWEST RESPONSIBLE BIDDER, HAYES MECHANICAL, 5959 SOUTH HARLEM AVENUE, CHICAGO, IL 60638, FOR A TOTAL EXPENDITURE OF $57,870.00. ICE CONTROL SUPPLIES – THAT THE BOARD OF TRUSTEES AWARD THE BID FOR ICE CONTROL SUPPLIES TO THE LOWEST RESPONSIBLE BIDDERS, ON AN ITEM-BY-ITEM BASIS AS FOLLOWS:
1 CARGIL SALT 24950 COUNTY CLUB BLVD. NORTH OLMSTED, OH 44070 WELL SPRING ENVIRONMENTAL PRODUCTS 4800 INDUSTRIAL DRIVE PERU, IL 61354 $32,750.00
B.
FOR APPROVAL: STANDARD ITEMS 1)
2)
3)
b)
2, 3
$14,128.00
FOR A TOTAL EXPENDITURE OF: REJECTING ITEM #1A IN FAVOR OF ITEM #1.
$46,878.00;
Regular Board Meeting of 09/17/09 Page 3 of 15
c)
REGIONAL CENTERS SNOWPLOWING & LANDSCAPING – THAT THE BOARD OF TRUSTEES AWARD THE BID FOR REGIONAL CENTERS SNOWPLOWING & LANDSCAPING TO THE LOWEST RESPONSIBLE BIDDERS, FOR A TWO-YEAR CONTRACT PERIOD, ON AN ITEM-BY-ITEM BASIS AS FOLLOWS:
1, 1A, 1B, 1C 2, 4 MONARCH OUTDOOR CREATIONS 212 DEERPATH DRIVE OSWEGO, IL 60543 CLASS LANDSCAPE 3 N 471 POWIS ROAD WEST CHICAGO, IL 60185 $ 9,202.00
$ 5,280.00
3, 3A, MIDLAND SNOW & ICE 3B, 3C, 17 W 736 HILL STREET 5, 5A, VILLA PARK, IL 60181 5B, 5C 6 KACOA LANDSCAPING 1008 PERSIMMON DRIVE GENOA, IL 60135
$13,262.00
$ 2,250.00
FOR AN ESTIMATED ANNUAL EXPENDITURE OF:
$29,994.00.
d)
MULTIMEDIA SERVICES UPS SYSTEM – THAT THE BOARD OF TRUSTEES AWARD THE BID FOR MULTIMEDIA SERVICES UPS SYSTEM TO THE LOWEST RESPONSIBLE BIDDER, SEPS, INC., 7531 BRUSH HILL ROAD, BURR RIDGE, IL 60527, FOR A TOTAL EXPENDITURE OF $46,956.34. SOCCER FIELD RENOVATIONS – THAT THE BOARD OF TRUSTEES AWARD THE BID FOR SOCCER FIELD RENOVATIONS TO THE LOWEST RESPONSIBLE BIDDERS AS FOLLOWS:
• BID PACKAGE #10 FOR MASS GRADE AND SITE UTILITIES TO G. A. BLOCKER GRADING CONTRACTORS, INC., 18 STONE HILL ROAD, OSWEGO, IL 60543, FOR THE BASE BID TOTAL OF $363,815.24; ALTERNATE #1A FOR $31,570.00; ALTERNATE #1B FOR $20,650.00; AND ALTERNATE #3 FOR A DEDUCT OF (-$312,120.00); FOR A SUBTOTAL OF $283,915.25. BID PACKAGE #11 FOR LANDSCAPING AND IRRIGATION TO THE LOWEST RESPONSIBLE BIDDER, HOPPY’S LANDSCAPING, 15041 NEW AVENUE, LOCKPORT, IL 60441, FOR A BASE BID TOTAL OF $185,714.00; ALTERNATE #1A FOR $17,285.00; ALTERNATE #1B FOR $15,305.00; ALTERNATE #1C FOR $15,305.00; ALTERNATE #1D FOR $14,995.00; ALTERNATE #1E FOR $35,575.00; AND ALTERNATE #2 FOR $11,775.00; FOR A SUBTOTAL OF $295,954.00. BID PACKAGE #12 FOR FENCING TO THE LOWEST RESPONSIBLE BIDDER, COMPLETE FENCE, INC., 27 W 174 ROUTE 64, WEST CHICAGO, IL 60185, FOR THE BASE BID TOTAL OF $163,930.00; AND ALTERNATE #2 FOR A DEDUCT OF (-$49,000.00); FOR A SUBTOTAL OF $114,930.00.
e)
•
•
FOR A TOTAL EXPENDITURE OF $694,799.25.
4) 5)
REQUESTS FOR PROPOSALS (RFP) – NONE THIS MONTH. PURCHASE ORDERS – NONE THIS MONTH.
Regular Board Meeting of 09/17/09 Page 4 of 15
6)
PERSONNEL ACTIONS – THAT THE BOARD OF TRUSTEES RATIFY THE FOLLOWING PERSONNEL ACTIONS: (Each item attached to permanent 09/17/09 Regular Board Meeting packet of materials.): a) b) c) d) RATIFICATION OF ADMINISTRATIVE AND CLASSIFIED APPOINTMENT(S) RATIFICATION OF CLASSIFIED TRANSFER(S) / REASSIGNMENT(S) RATIFICATION OF CLASSISIFED RESIGNATION(S) / TERMINATION(S) RATIFICATION OF CLASSIFIED RETIREMENT(S)
C.
FOR INFORMATION: CONSTRUCTION-RELATED ITEMS (Report attached to permanent 09/17/09 Regular Board Meeting packet of materials.): 1) Monthly Construction Project Summary – The Board reviewed the Summary of Monthly Construction Projects which is prepared each month by the College’s Facilities Department in order to update the Trustees on various construction projects on campus. All projects are proceeding on schedule. RATIFICATION OF CONSTRUCTION-RELATED CHANGE ORDERS – THAT THE BOARD OF TRUSTEES RATIFY THE CONSTRUCTION-RELATED CHANGE ORDERS FROM THE SEPTEMBER 2009 SUMMARY BELOW: FMP PROJECTS
RATIFY BIC-SRC RENOVATION – LOEBL SCHLOSSMAN HACKL #12: $85,700.00. The administration reorganization and revised programs for the BIC and SRC required additional architectural and engineering services for revised drawings. This was an Owner-Requested Scope Change. RATIFY BIC-SRC RENOVATION – MORTENSON #01 AND #03: (-$16,996.00). The roof design was changed to allow existing insulation to remain resulting in a credit. Pipe anchors were extended through the roof deck into the insulation material. This was an unknown condition. The roof was redesigned to allow existing roofing insulation to remain in place to accommodate these pipe anchors. This was an Owner-Requested Scope Change. RATIFY BIC-SRC RENOVATION – MORTENSON #4: (-$47,750.00). A single component insulation board was selected that replaced a two component insulation system resulting in a credit. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #40R: $18,401.00. This change order added knee walls around the AHU podiums that were not specifically detailed in the design drawings. Detail cross sections didn’t show the condition needed to appropriately enclose the area. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #46R1: $31,290.00. This change order added security monitoring, card access and a security panel for doors not stipulated during programming. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #53R1: $6,557.00. This change order added mechanical pads that exceeded the contract allowance and the changes made to foundation walls shown in Bulletin 5. The architect has not signed this change order. The mechanical pad overage of $932.00 was Un-Bought Scope Change, while the foundation changes made in Bulletin 5 for $5,625.00 were Architect/Engineer Error Changes. RATIFY HSC – GILBANE #54: $5,101.00. This change order was for fixing a conflict in the curtainwall tube steel between the architectural and structural drawings. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #56R: $22,684.00. This change order was due to the change in fire protection systems from a dry system to a wet system. This was done in response to the Village of Glen Ellyn’s requirement. The architect has not signed this change order. This was a Field Conditions Change.
D.
FOR APPROVAL: CONSTRUCTION-RELATED ITEMS 1)
Regular Board Meeting of 09/17/09 Page 5 of 15
RATIFY HSC – GILBANE #63R: $12,403.00. This change order was due to the drawings not stipulating ceramic tile base on all of the toilet room walls. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #75R1: $57,379.00. This change order was due to changes made by the architect/engineer team in Bulletin 2. This is a cost due to coordination between multiple bid packages. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #77: $76,421.00. This change order was due to scope clarified during the bid process that was issued too late for the contractor bidding. This is a cost due to coordination between multiple bid packages. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #80: $5,704.00. This change order was due to changing the exhaust valve specified on the drawings to the C.O.D. required exhaust valve spec. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #81: $12,749.00. This change order was due to revisions to the duct size at Rooms 3305 and 3307 to accommodate a revised ceiling height. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #83: $1,762.00. This change order was from a conflict encountered between the overflow storm drain in conflict with the ceiling height. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #85: $57,202.00. This change order was due to revisions to the incoming water service necessitated by the change to a wet sprinkler system. The architect has not signed this change order. This was a Field Conditions Change. RATIFY HSC – GILBANE #86: $15,842.00. This change order was due to the addition of twelve (12) stainless steel traps for the double fume hood exhaust ducts. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #88: $7,533.00. This change order was due to an added handrail at the mechanical pit. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #97: $16,708.00. This change order was due to a change in lighting recommended by the architect. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #98: $33,758.00. This change order was from adding 17 fire alarm stations requested by the Village of Glen Ellyn. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #100: $16,597.00. This change order was due to adding insulation and concealing the fin tube piping at the Commons Area curtain wall. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #101: $35,912.00. This change order was to add a temporary roof to allow construction progress to proceed through the winter of 2007-2008. The architect has not signed this change order. This was an Owner- Requested Scope Change. RATIFY HSC – GILBANE #103: $9,745.00. This change order was to add soffits required in the stairs and in front of the elevators. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #104: $14,820.00. This change order was to add elevator position arrows at the elevators. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #105: (-$43,043.00). This change order provided a credit to eliminate the scope of the Food café resulting in a credit. The space became the originally designed vending area. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #106: $1,452.00. This change order was to repair drywall and paint associated with recessing the fire sprinkler piping into the wall above the skylight. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #107: $5,000.00. This change order was to increase the winter conditions allowance established for snow removal. The architect has not signed this change order. This was Un-Bought Scope Change.
Regular Board Meeting of 09/17/09 Page 6 of 15
RATIFY HSC – GILBANE #108: $1,026.00. This change order was to add the code required tactile warning signals that were not shown in the original drawings. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #110: $19,196.00. This change order was to furnish and install additional exit signs required by Village of Glen Ellyn. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #111: $4,287.00. This change order was for furnishing and installing drywall strips along the partition wall to cover the gap created between the curved floor and the segmented curtain wall. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #112: $3,788.00. This change order was to modify drywall to allow the electric water coolers to fit in their respective locations. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #113: $1,560.00. This change order was to box in beams at doors 3337 and 3343. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #114: (-$298.00). This change order provided a credit to eliminate drywall furring in 2202L resulting in a credit. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #115: $422.00. This change order was to revise the drywall partition layout in Room 2145 due to an exposed column. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #116: $1,393.00. This change order was to lower the drywall partition in the Dental Hygiene clinic. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #118: $2,619.00. This change order was for additional soffits required due to the clarifications made to the north faculty office suite ceiling height. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #119: $3,264.00. This change order was to add a soffit to encapsulate the structural steel beam in the Commons Area. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #120: $2,466.00. This change order was to add a soffit required from a ceiling height clarification made for Room 3325. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #121: $631.00. This change order was to add a soffit required to accommodate the revised balcony ceiling height in the southwest corner of the Commons Area. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #122: $1,871.00. This change order was to build out the elevator façade required from conflicting beams located around the elevator frame. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #123: $7,420.00. This change order was to add premium time to recover time for the delays caused by the insulation omission in the walls. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #126: $14,302.00. This change order was to raise the bridge soffit height to allow a greater clearance under the bridge. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #129: $4,713.00. This change order was to revise the slab edge due to discrepancies in the drawings. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #132: $5,571.00. This change order was to add a cabinet unit heater in Storage Room 1325 to prevent fire sprinkler pipes from freezing. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #134: $422.00. This change order was to revise the drywall partition layout in Room 2145 due to an exposed column. The architect has not signed this change order. This was an Architect/Engineer Omission Change. Regular Board Meeting of 09/17/09 Page 7 of 15
RATIFY HSC – GILBANE #135: $29,843.00. This change order was to add scope to the greenhouse, as requested by faculty. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #139: $13,000.00. This change order was to add black masking at all horizontal joints behind the Trespa to block any view of the insulation behind the Trespa. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #140: $375.00. This change order was to add temporary exit signs to obtain a temporary certificate of occupancy. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #141: $769.00. This change order was to provide a soffit to cover a structural beam at door 2318C. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #145: $2,001.00. This change order was to furnish and install 30 SY of decorative concrete to tie the HSC walks into the Prairie Drive cross walk. The architect has not signed this change order. This was an Owner- Requested Scope Change. RATIFY HSC – GILBANE #146R1: $24,958.00. This change order was due to clarifications issued by the architect in the civil work required for the bridge. The architect has not signed this change order. This was Un-Bought Scope Change. RATIFY HSC – GILBANE #150: $1,822.00. This change order was to add data outlets in Rooms 3312 and 3314. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #151: $11,653.00. This change order was to add a wood cap at the bridge knee wall. The architect has not signed this change order. This was Un-Bought Scope Change. RATIFY HSC – GILBANE #152: $2,158.00. This change order was to add five Med Gas outlets that were not shown on the drawings. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #153: $1,062.00. This change order was to revise the overflow roof drains that were shown in conflict with the ceiling heights shown in the drawings. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #154: $11,228.00. This change order was to modify the piping in the Dental Hygiene wall that was changed to a half height wall. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #155: $475.00. This change order was to revise the cabinetry and layout in the Decontamination Room. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #156: $5,830.00. This change order was to add a required 24” pipe between manholes. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #157: $1,132.00. This change order was to increase the size of the sanitary sewer line from 6” as shown on the drawings to 8” as required. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #161: $5,864.00. This change order was to revise piping to accommodate the desired ceiling height changes. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #162: $626.00. This change order was to furnish and install an isolating steam flange that was damaged during start-up. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #163: $373.00. This change order was to revise the size of the door 1308A. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #165: $482.00. This change order was to modify the continuous hinges on exterior doors to accommodate the hardware specified. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #166: $4,748.00. This change order was to revise the security camera wiring to accommodate C.O.D.’s existing system. The architect has not signed this change order. This was an Architect/Engineer Error Change. Regular Board Meeting of 09/17/09 Page 8 of 15
RATIFY HSC – GILBANE #167: $2,744.00. This change order was to add three classroom coat closets that were not shown in the drawings. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #168: $3,114.00. This change order was for additional floor protection to replace contract purchased floor protection that was worn out. The architect has not signed this change order. This was Un-Bought Scope Change. RATIFY HSC – GILBANE #170: $4,971.00. This change order was to make emergency repairs to the steam system. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #171: $704.00. This change order was to add an additional electrical feed for a future mammography machine donation. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #174: (-$250.00). This change order provided a credit due to eliminated cabinetry. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #175: $1,093.00. This change order was to add walk off mats in the Vestibules in accordance with LEED requirements. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #176: $70.00. This change order was to provide a full face escutcheon trim at doors receiving a specific hardware lockset type. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #177: $614.00. This change order was to add a soffit to cover an existing structural steel beam. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #178: $332.00. This change order was to provide a vertical mullion at doors 1308B and C. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #179: $907.00. This change order was to add an outlet inside the HSC Utilities vault to power the sump pump. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #180: $4,614.00. This change order was to add nine (9) 3-phase buss bars at the incoming service switchboard. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #182: $12,098.00.This change order was to relocate fin tube piping shown to be exposed into a soffit. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #184: (-$1,556.00). This change order provided a credit to revise the rails at the concrete stairs per the architect’s recommendation. The architect has not signed this change order. This was an OwnerRequested Scope Change. RATIFY HSC – GILBANE #185: (-$1,780.00). This change order provided a credit to revise the rails at the concrete ramp in the Commons Area. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #186: $10,281.00. This change order was to provide stainless steel trim around the cork boards for protection. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #188: $8,534.00. This change order was to revise Communications scope per staff recommendations. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #190: $771.00. This change order was to add a soffit above door 3326A to hide an exposed beam. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #191: $24,611.00. This change order was to add additional piping to allow the cisterns to drain to the nearest catch basin. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #192: $5,225.00. This change order was to change pipe sizes to accommodate duct and ceiling height conflicts raised during MEP coordination. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #193: $3,774.00. This change order was to revise the exit canopy at Stair 4 to fix a drawing discrepancy. The architect has not signed this change order. This was an Architect/Engineer Error Change. Regular Board Meeting of 09/17/09 Page 9 of 15
RATIFY HSC – GILBANE #197: $1,416.00. This change order was to add a data outlet in Room 2316 which was converted to the lab supervisor’s office. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #198: (-$4,700.00). This change order provided a credit for eliminating one set of elevator hoist beam that was bought twice. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #199: $5,120.00. This change order was to move mechanical penetrations on the exterior so that they lined up with the Trespa panels. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #200: $5,661.00. This change order was to revise the Vending Area millwork to comply with DuPage County Health Department code. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #206: $336.00. This change order was to relocate windows to align their tops with the tops of the doors. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #209: $613.00. This change order was to relocate the cistern piping to accommodate aesthetic concerns with the Trespa reveals. The architect has not signed this change order. This was an Architect/Engineer Error Change. RATIFY HSC – GILBANE #211: $1,056.00. This change order was to install and paint a temporary wall in vestibule for the building dedication. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #214: $8,793.00. This change order was to add a concrete path from the greenhouse to the walkway going to SRC to accommodate wheelchair access from the greenhouse. The architect has not signed this change order. This was an Architect/Engineer Omission Change. RATIFY HSC – GILBANE #215: (-$4,457.00). This change order provided a credit for eliminating one set of automatic doors that were bought twice. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #216: $4,360.00. This change order was to add prox card readers at the bridge. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #217: $10,261.00. This change order was to add prefinished metal trim at the bottom of the bridge that was not bought by Gilbane. The architect has not signed this change order. This was Un-Bought Scope Change. RATIFY HSC – GILBANE #218: (-$20,521.00). This change order provided a credit for stained concrete topping that will not be installed on the bridge. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – PERFECT CLEANING SERVICES #1: (-$2,256.00). This change order provided a credit to deduct the cost for waxing the 1st and 2nd Floors of the HSC from the cleaning contract. After the contract was awarded, C.O.D. Custodial decided that they would wax these areas. This was an Owner-Requested Scope Change. RATIFY TEC – EVOLUTION INTERIORS #04: (-$2,319.90). This change order provided a credit to eliminate heavier duty shelving for the automotive on a set of shelves for the Heavy Duty Furniture package. This was an OwnerRequested Scope Change. RATIFY TEC – EVOLUTION INTERIORS #05: $7,464.05. This change order was to provide a pallet rack shelving system in lieu of heavier duty shelving for the automotive on a set of shelves for the Heavy Duty Furniture package. This was an Owner-Requested Scope Change. RATIFY TEC – EVOLUTION INTERIORS #06: $311.36. This change order was to provide slotted bin marker tag holders for all wire shelving. This was an Owner-Requested Scope Change. RATIFY TEC – GILBANE #56: $0.00. This change order added no cost to provide scope changes as noted on the rebar shop drawings. This was an Architect/Engineer Omission Change.
Regular Board Meeting of 09/17/09 Page 10 of 15
RATIFY TEC – GILBANE #57: (-$3,990.00). This change order provided a credit for scope changes as noted on the rebar shop drawings. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #93: $3,975.00. This change order added cost to provide thicker gauge steel plate around vertical column cover per structural engineer confirmation and a revised perforation pattern for the galvanized metal per the architect. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #109: $2,800.00. This change order added cost to provide barometric dampers on the water heater due to the system not properly exhausting. This was a Field Conditions Change. RATIFY TEC – GILBANE #110: $6,698.00. This change order added cost to provide door revisions to the courtyard door #117A. This was an Owner-Requested Scope Change. RATIFY TEC – GILBANE #111: $24,492.00. This change order added cost to a custom door system at the welding storage crane door. This was due to the original design not accommodating the crane rail that passes through the opening. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #117: $20,774.00. This change order added cost to provide fiberglass sandwich panels on the covered walkway. The original design did not meet the fire rating that was required. This cost was within the approved budget for this Board approved alternate. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #120: $79,441.00. This change order added cost to provide a loading dock lift at the TEC Building. This work was previously approved by the College as a not to exceed budget of $80,000. This was an OwnerRequested Scope Change. RATIFY TEC – GILBANE #121: (-$12,182.00). This change order provided a credit to reconcile the allowance for all MEP work on the greenhouse. This was Un-Bought Scope Change. RATIFY TEC – GILBANE #122: $8,222.00. This change order added cost to provide aluminum plate vertical expansion joints that were not clearly shown on the contract documents. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #123: $4,872.00. This change order added cost to provide dryvit in lieu of drywall at the north and south sunshades. The drywall manufacturer did not recommend installing drywall material in an upward projecting exterior ceiling application. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #124: $5,755.00. This change order added cost to provide misc. revisions to door hardware. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #125: (-$821.00). This change order provided a credit to eliminate ceilings in two (2) closets due to above ceiling mechanical conflicts. This was a Field Conditions Change. RATIFY TEC – GILBANE #126: (-$6,774.00). This change order provided a credit to eliminate the painting and fire protection scope purchased in Alt. #5 when the Greenhouse fire protection was determined not to be required. This was a Field Conditions Change. RATIFY TEC – GILBANE #127: $9,377.00. This change order added cost to provide additional fin tube heating below the reading room due to mechanical coordination. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #128: $7,958.00. This change order added cost to provide additional work to frame and pour the trench drains in the auto lab that were not part of Bid Release #1 documents. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #129: $20,835.00. This change order added cost to provide sleeves to accept future irrigation mains. This was due to the removal of the landscaping from the base scope of work. This was an OwnerRequested Scope Change. RATIFY TEC – GILBANE #130: $19,404.00. This change order added cost to provide additional 4” communications conduits on the east side of TEC to the adjacent manhole. This was an Owner-Requested Scope Change. RATIFY TEC – GILBANE #131: $40,115.00. This change order added cost to provide the civil drawing revisions outlined in Bulletin #2 of BP #1. The scope consisted of sidewalk and curb demolition, new sidewalks, curbs, ramps, trash receptacle pads, revised grading, added storm water catch basins and water main insulation. This was an Architect/Engineer Omission Change. Regular Board Meeting of 09/17/09 Page 11 of 15
RATIFY TEC – GILBANE #132: (-$7,000.00). This change order provided a credit to change the roof type to a TPO (Thermoplastic Polyefin) Roofing system. This was an Owner-Requested Scope Change. RATIFY TEC – GILBANE #133: $1,582.00. This change order added cost to temporarily re-route a live sewer found on the TEC site. This was an Unforeseen Conditions Change. RATIFY TEC – GILBANE #134: $241.00. This change order added cost to provide temporary toilets on site until the General Trades Contractor was mobilized. This was Un-Bought Scope Change. RATIFY TEC – GILBANE #135: $48,651.00. This change order added cost to provide concrete accelerator to all slab pours due to lower temperature conditions. This was Un-Bought Scope Change. RATIFY TEC – GILBANE #136: $4,576.00. This change order added cost to repair damaged drywall, insulation, etc. due to out of sequence work prior to the building being weather tight. This was a Field Conditions Change. RATIFY TEC – GILBANE #137: $10,367.00. This change order added cost to provide concrete foundations for the automotive parking lot stair not shown on the design documents. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #138: $3,634.00. This change order added cost to provide edge of deck revisions on level 3. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #139: $3,547.00. This change order added cost to provide metal framing to provide structural support required at the observation window at the south wall of corridor TE1002. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #140: $49,999.00. This change order added cost to provide electrical and fire alarm revisions outlined in bulletin #20R. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #141: $45,143.00. This change order added cost to provide revisions required to the welding fume hood make up air and dust collector revisions. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #142: $16,619.00. This change order added cost to provide revisions required to accommodate an Owner furnished walk-in cooler. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #143: (-$2,850.00). This change order provided a credit for the elevator pit ladders due to them being included in the original bid scope by another contractor and adding exterior handrails at the north stair. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #144: $47,336.00. This change order added cost to provide additional labor and material to accommodate the removal of unsuitable soils and replace with engineered fill. All replacements were in accordance with the College’s 3rd party testing agency. This was an Unforeseen Conditions Change. RATIFY TEC – GILBANE #145: $8,847.00. This change order added cost to provide Densarmour plus in lieu of regular drywall at the above ceiling drywall tops prior to building roof enclosure to accommodate MEP work as scheduled. This was a Field Conditions Change. RATIFY TEC – GILBANE #146: $3,187.00. This change order added cost to provide modifications to the IT data closet TE2020 due to scope revisions required by the College. This was an Owner-Requested Scope Change. RATIFY TEC – GILBANE #147, $2,038.00. This change order added cost to provide repair work to existing underground electrical conduits found to be broken when exposed. This was an Unforeseen Conditions Change. RATIFY TEC – GILBANE #153: (-$1,345.00). This change order provided a credit for changes to the light fixtures on the East Entrance Arm of the building. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #154: $0.00. This change order added no cost to provide foundation, excavation and backfilling specification revisions and a fire alarm panel relocation. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #155: $385.00. This change order added cost to provide a revised area drain to the outdoor storage area on the west side. This was an Architect/Engineer Omission Change. RATIFY TEC – GILBANE #156: $681.00. This change order added cost to extend the key bond beyond the original substantial completion date. This was an Unforeseen Conditions Change. RATIFY TEC – INTERIORS FOR BUSINESS #01: $1,899.87. Additional cost to provide additional Wall Tack Boards for the Architecture Department corridor. This was an Owner-Requested Scope Change. Regular Board Meeting of 09/17/09 Page 12 of 15
RATIFY TEC – INTERIORS FOR BUSINESS #02: $920.41. Additional cost to provide a smaller (12’-0”) marker board for the IET program in classroom TE2025. This was an Owner-Requested Scope Change. RATIFY TEC – KRUEGER INTERNATIONAL (KI) #03: $578.40. Additional cost to provide two (2) additional instructor’s stools for the IET program. This was an Owner-Requested Scope Change. RATIFY TEC – MEDIA RESOURCES, INC. #01: $382.85. Additional cost to provide longer custom cable for one installation of cabling between a classroom lectern and overhead projector. This instance was for a classroom over a high bay space which in turn required longer cabling than the typical classrooms. This was an Unforeseen Conditions Change. RATIFY TEC – MEDIA RESOURCES, INC. #02: $3,307.00. Additional cost to provide materials and labor to compensate for unforeseen vibration at four (4) overhead projector locations. This was an Unforeseen Conditions Change. RATIFY TEC – P.R. STREICH & SONS #01: $4,112.00. Additional cost to provide labor and misc. materials found to be missing or inoperable on donated dynamometer #1. This includes a drive belt, a recommended electric line reactor, aluminum angles rollers, encoder wire for controls, and electrical connections. This was an Unforeseen Conditions Change. RATIFY TEC – P.R. STREICH & SONS #02: $3,894.00. Additional cost to provide labor and misc. materials found to be missing or inoperable on donated dynamometer #2. This includes a drive belt, a recommended electric line reactor, steel straight rollers, encoder wire for controls, and electrical connections. This was an Unforeseen Conditions Change. RATIFY TEC – P.R. STREICH & SONS #03: $2,835.00. Additional cost to provide labor and misc. materials found to be missing or inoperable on donated dynamometer #3. This includes a recommended electric line reactor, encoder wire for controls, and electrical connections. This was an Unforeseen Conditions Change. RATIFY WEST CAMPUS COMMUNICATIONS SYSTEMS INTERCONNECT – FACILITY TECHNOLOGIES #06: ($90,205.23). This change order is to close out an allowance for overtime included in the base contract. It is a deductive change order for $90,205.23 for unused allowance money. This was an Owner-Requested Scope Change.
NON-FMP PROJECTS
RATIFY NATATORIUM RENOVATION – LEGAT ARCHITECTS #01: $20,000.00. The contract amount is based on total construction cost and due to construction change orders Legat’s contract amount needs to be increased. This was an Owner-Requested Scope Change. RATIFY NATATORIUM RENOVATION – AMBER MECHANICAL #12: $3,213.00. Remove and relocate 9 junction boxes that will not be easily accessible for COD staff once the new duct work is in place in the pool area. This is time and materials not to exceed. This was an Owner-Requested Scope Change.
2)
APPROVAL OF CONSTRUCTION-RELATED CHANGE ORDERS – NONE THIS MONTH.
In an advisory comment, Wilson indicated preference for the motion to approve all Consent Agenda items. On roll call, voting aye: O’Donnell, Savage, Svoboda, Carlin, Kim, and Wessel. Motion carried unanimously. 10. NEW BUSINESS A. FOR INFORMATION 1) REVISED BOARD POLICIES – At the June 2009 Board Meeting, Chairman Wessel appointed a committee consisting of Trustees Carlin and Svoboda to work with Dr. Breuder to evaluate and review the Board Policies. That committee has now completed its work. These Policies will be brought to the Board for approval in October. (It was noted that not all Board Policies have accompanying Administrative Procedures.)
Regular Board Meeting of 09/17/09 Page 13 of 15
a)
b) c) 2) B. 1)
15-025, Employee Code of Ethics Policy – Suggested wording change explained by Dr. Breuder. The Board questioned why an additional Code of Ethics Policy is needed in addition to the Ethics Ordinance. Legal Counsel Garrett responded this Policy is suggested based upon legislative changes. 15-170, Causes for Termination of College Personnel Policy – Suggested wording change explained by Dr. Breuder. 15-335, Academic Freedom / Instructional Material – Full-Time Faculty Policy
PROPOSED 2010 BOARD MEETING DATES – The Board reviewed these proposed dates. HEALTH INSURANCE PLAN RENEWALS – Savage moved, O’Donnell seconded, THAT THE BOARD OF TRUSTEES APPROVE THE RENEWAL OF ADMINISTRATIVE SERVICES FOR THE EMPLOYEES’ SELF-INSURED MEDICAL / DENTAL / RX PLANS IN ACCORDANCE WITH THE PROPOSAL FROM BLUE CROSS BLUE SHIELD WITH RX CARVED OUT AND ADMINISTERED BY BENESCRIPT, AND FOR THE FULLY INSURED HMO ILLINOIS, BLUE ADVANTAGE HMO, AND GUARDIAN DMO PLANS. In an advisory comment, Wilson indicated preference for the motion. On roll call, voting aye: Savage, Svoboda, Carlin, Kim, O’Donnell, and Wessel. Motion carried unanimously. GLEN ELLYN EASEMENTS – TRAFFIC SIGNAL AND PUBLIC SIDEWALK – Kim moved, Wilson seconded, THAT THE BOARD OF TRUSTEES APPROVE THE FOLLOWING GLEN ELLYN EASEMENT AGREEMENTS: TRAFFIC SIGNAL AND PUBLIC SIDEWALK. In an advisory comment, Wilson indicated preference for the motion. On roll call, voting aye: Svoboda, Carlin, Kim, O’Donnell, Savage, and Wessel. Motion carried unanimously.
FOR APPROVAL
2)
11.
ANNOUNCEMENTS A. COMMUNICATIONS Foundation – Trustee Savage reported that the Annual Foundation Golf and Tennis Outing held on September 14 netted approximately $70,000.00 for student scholarships. The number of attendees and profits increased from last year’s event. ACCT / ICCTA – Trustee Kim reported: • Student Trustee Wilson was elected as the first ICCB-SAC student representative to serve as a liaison to ICCTA. • ICCTA passed a resolution entitled “Student Financial Assistance for the 2009-2010 School Year” with regard to the decrease in Monetary Award Program (MAP) grant funding. • Governor Quinn plans to host a “Town Hall Meeting” UIC; more information will be forthcoming. • A “Letter to the Editor” from Trustee Kim has been prepared for distribution to our local media outlets with C.O.D.-specific information regarding funding challenges. • The ACCT Annual Congress will be held in San Francisco on October 7 to 10; Trustees Wessel, Kim, Svoboda and Wozniak plan to attend. Trustees Wessel and Kim are the Boardappointed voting delegates representing the College at this Congress. • The next ICCTA Meeting will be in Chicago on November 13 and 14.
Regular Board Meeting of 09/17/09 Page 14 of 15
B.
CALENDAR DATES Future On-Campus Events • Suburban Law Enforcement Academy (SLEA) Graduation will be Friday, September 18, 2009. • Special Board of Trustees Meeting will be held on Wednesday, September 30, 2009. • The next Regular Board of Trustees Meeting will be held on Thursday, October 15, 2009. Future Off-Campus Events
12.
ADJOURN – At 8:22 p.m., Svoboda moved, Kim seconded, THAT THE BOARD MEETING BE ADJOURNED. On voice vote, motion carried unanimously.
By: Approved: 10/15/09
Nancy E. Svoboda, Board Secretary
By:
Kathy A. Wessel, Board Chairman
Regular Board Meeting of 09/17/09 Page 15 of 15
Item #09. B. 1) b) BOARD OF TRUSTEES OF COMMUNITY COLLEGE DISTRICT NO. 502 COUNTIES OF DuPAGE, COOK AND WILL, STATE OF ILLINOIS MINUTES OF THE SPECIAL BOARD MEETING OF WEDNESDAY, SEPTEMBER 30, 2009 HELD ON CAMPUS IN SRC-2052, GLEN ELLYN, IL 1. CALL TO ORDER– The Special Meeting of the Board of Trustees was called to order by Chairman Wessel at 6:32 p.m. in room SRC-2052. ROLL CALL Present: Trustees David Carlin, Sandy Kim, Allison O’Donnell, Kim Savage, Nancy Svoboda, Kathy A. Wessel, and Student Trustee Ashley Wilson. Absent: Trustee Joseph Wozniak. Also present: President Dr. Robert L. Breuder, President’s Cabinet members, staff members, representatives of the press, and visitors. Board Secretary Nancy Svoboda was recorder. (Karen V. Neely, Administrative Assistant in the Office of the President, prepared the minutes.)
2.
THANK YOU LETTER – Trustee Svoboda read a letter from former C.O.D. President Dr. Sunil Chand thanking the Board and College community for honoring him at the July Board Meeting. (Complete letter attached to permanent 09/30/09 Special Board Meeting packet of materials.) 3. APPROVAL OF AGENDA – Kim moved, O’Donnell seconded, THAT THE BOARD OF TRUSTEES APPROVE THE AGENDA FOR THE SPECIAL BOARD MEETING OF 09/30/09. On voice vote, motion carried unanimously. COMMENTS FROM COLLEGE OF DUPAGE EMPLOYEES – None. COMMENTS FROM CITIZENS – None. NEW BUSINESS 6. A. FOR APPROVAL – Svoboda moved, Kim seconded, THAT THE BOARD OF TRUSTEES AWARD THE BIDS FOR BIC BID PACKAGE #2 TO THE LOWEST RESPONSIBLE BIDDERS AS FOLLOWS: • Structural Demolition work to National Wrecking Company, 2441 N. Leavitt Street, Chicago, IL 60647, for the base bid total of $336,200.00;
4. 5. 6.
Special Board Meeting of 09/30/09 Page 1 of 4
• • • • • •
Concrete Foundations work to K. Keup Concrete Construction, 496 S. River Street, Batavia, IL 60510, for the base bid total of $2,684,550.00; Structural Steel work to Art Iron, Inc., 860 Curtis Street, Toledo, OH 43609, for the base bid total of $2,450,000.00; Roofing work to Olsson Roofing , 740 S. Lake Street, Aurora, IL 60507, for the base bid total of $448,000.00; Spray Fireproofing work to Spray Insulations, Inc., 7831 N. Nagle Avenue, Morton Grove, IL 60053, for the base bid total of $707,000.00 Glazing work to Harmon, Inc., 580 W. Crossroads Parkway, Bolingbrook, IL 60440, for the base bid total of $5,849,000.00; Temporary Facilities & Protection work to Mortenson Construction Company, 25 Northwest Point Blvd., Elk Grove Village, IL 60007, for the base bid total of $6,383,000.00; Scaffolding work to Gilco Scaffolding Company, 515 Jarvis Avenue, Des Plaines, IL 60018, for the base bid total of $528,475.00; Trespa Panel System work to International Decorators,1225 Karl Court, Wauconda, IL 60084, for the base bid total of $3,352,349.00; Terrace Retrofit work to K. Keup Concrete Construction, 496 S. River Street, Batavia, IL 60510, for the base bid total of $1,899,000.00; Rejecting all bids received for Elevators due to the lack of qualified bids;
• • • •
For a total expenditure of $24,637,574.00. In an advisory comment, Wilson indicated preference for the motion. On roll call, voting aye: Savage, Svoboda, Carlin, Kim, O’Donnell and Wessel. Motion carried unanimously. 6. B. FOR INFORMATION – Glenda Gallisath, Associate Vice President of Academic Affairs, presented a WORKFORCE DEVELOPMENT REPORT: • • • • • Workforce Development in General Workforce Development Grants Credit and Non-Credit Curriculum Program Development for Career and Technical Programs Key Clients and Projects through C.O.D. Business Solutions (formerly Business and Professional Institute) and the Center for Entrepreneurship • High School Partnerships • Workplace Readiness Initiatives
Special Board Meeting of 09/30/09 Page 2 of 4
• • • • •
Partnerships and Outreach Initiatives Related to Workforce Development Workforce Development Events Services to the Public Services to Special Populations (such as the unemployed) Other Events
In addition, Dr. Gallisath highlighted future WORKFORCE DEVELOPMENT GOALS: • HIGH QUALITY PROGRAMS AND SERVICES o Continue to provide support and resources to college personnel directly involved in the development of new programs, services, and projects related to Workforce Development. o Periodically convene groups of College personnel to brainstorm ways to modify services to meet the changing needs of Workforce Development clients and partners. o Continue the assessment of student learning outcomes and program effectiveness for all credit and noncredit programs delivered for Workforce Development initiatives, clients, and special populations. o Provide continued support for professional development so appropriate faculty and staff remain current in emerging trends and best practices in their field of specialty as well as for Workforce Development in general. • INTERNAL COORDINATION AND COMMUNICATION o Enhance the coordination among the academic divisions and centers to pursue new Workforce Development initiatives and grant-funding opportunities that are a good match with institutional expertise and priorities. o Encourage all appropriate divisions and centers to include specific Workforce Development objectives and strategies in their Annual Plans. o Develop ways to strengthen internal communications and coordination across the College by establishing a Workforce Development Council which meets three times during the fiscal year. o Establish a new section on the C.O.D. website devoted to information about Workforce Development programs and services; make it easy to find and focused on the needs of the customer/client. o Determine strategies for routinely updating College staff on Workforce Development programs and services so they feel more empowered to provide accurate and timely information to others. • EXTERNAL COLLABORATION AND VISIBILITY o Continue to support and promote the visibility of faculty and staff participating in area boards, commissions, and consortia related to Workforce Development; develop a process for how they provide information back to the appropriate areas of the College. o Include Workforce Development in the annual Marketing and Enrollment campaign for the College.
Special Board Meeting of 09/30/09 Page 3 of 4
o Continue strengthening institutional relationships with Worknet DuPage, area employers, high schools, and community leaders in District 502. o Periodically conduct formal and informal research to ascertain the emerging needs of area employers for new jobs and incumbent worker training. Trustee Wozniak arrived at 6:52 p.m. 7. ANNOUNCEMENTS BY BOARD CHAIRMAN – Chairman Wessel requested Trustees attending the Association of Community College Trustees (ACCT) Convention in San Francisco this month prepare a written summary of each pre-conference session and general sessions they attend; these summaries will be included in the October 15th Board Packet.
ADJOURN – At 7:01 p.m., O’Donnell moved, Kim seconded, THAT THE SPECIAL BOARD MEETING BE ADJOURNED. On voice vote, motion carried unanimously.
8.
By:
Nancy Svoboda, Board Secretary
Approved: 10/15/09
By:
Kathy A. Wessel, Board Chairman
Special Board Meeting of 09/30/09 Page 4 of 4
Consent Agenda Item 9. B. 2) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING STANDARD BOARD APPROVAL ___________________________________________________________________
1.
SUBJECT Financial Reports.
2.
REASON FOR CONSIDERATION For monthly Board approval.
3.
BACKGROUND INFORMATION a) September Treasurer’s Report - The Treasurer’s Report goes to the Board for approval every month except July. The Treasurer’s Report includes the receipts and disbursements for each month by fund on strictly a cash basis. Therefore, the ending balance in each fund is equal to the balance of the cash and investments by fund. c) Payroll and Accounts Payable Report – This report is presented to the Board for approval each month. This report lists the total payroll and accounts payable for the accounting month by fund. Budget Transfer Report – This report is presented to the Board for approval on a quarterly basis (July, October, January, April). The budget transfer report lists the funds, descriptions, amounts and reasons for the budget transfer.
b)
4.
RECOMMENDATION That the Board of Trustees approve the September Treasurer’s Report, the Payroll & Accounts Payable Report and Budget Report.
Consent Agenda Item 9. B. 3) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING SUMMARY OF BIDS ___________________________________________________________________
Item 9. B. 3) a)
BIC Renovations Moving Services (Rejection). That the Board of Trustees reject all bids received for BIC Renovations Moving Services due to a change in bid specifications. BIC Environmental Abatement. That the Board of Trustees award the bid for BIC Environmental Abatement to the lowest responsible bidder, Colfax Corporation, 2441 N. Leavitt Street, Chicago, IL 60647, for the base bid total of $490,800.00, and alternate #2 for $19,800.00, for a total expenditure of $510,600.00. College Vehicles. That the Board of Trustees award the bid for College Vehicles to the lowest responsible bidder, as follows: Vendor Central States Bus Company 49W120 Highway 30 Big Rock, IL 60511 $ Amount $106,248.00
Item 9. B. 3) b)
Item 9. B. 3) c)
Item 1, 1A, 1B, 1C, 1D
Less the following trade-ins: 1E, 1F Central States Bus Company 49W120 Highway 30 Big Rock, IL 60511 for a total expenditure of: ($25,000.00) ___________ $81,248.00.
Consent Agenda Item #9. B. 3) a) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING STANDARD BOARD APPROVAL ___________________________________________________________________ 1. SUBJECT BIC Renovations Moving Services (Rejection). 2. BUDGET STATUS Funds in the amount of $1,500,000 being provided by the BIC Renovations project budget #7-3807-3900. 3. BACKGROUND INFORMATION This bid represents the moving and storage services required for the BIC renovations project and will be completed in six phases. A legal bid notice was published and 15 vendors were solicited. Ten responses were received. We recommend that all bids received for this project be rejected due to a change in bid specifications. This project will be re-bid for approval at the November Board Meeting. Two minority vendors were solicited with one responding, Midwest Moving & Storage. Two local vendors were solicited with one responding, Glen Ellyn Moving & Storage of Carol Stream. 4. RECOMMENDATION That the Board of Trustees reject all bids received for BIC Renovations Moving Services due to a change in bid specifications.
Consent Agenda Item #9. B. 3) b) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING STANDARD BOARD APPROVAL ___________________________________________________________________ 1. SUBJECT BIC Environmental Abatement. 2. BUDGET STATUS Funds in the amount of $875,000 are budgeted in the FMP Infrastructure upgrade budget #7-3810-8300. 3. BACKGROUND INFORMATION This bid represents the removal and disposal of asbestos-containing materials and glazing panels associated with the renovations of the BIC building. The scope of work includes removal of floor tile and mastic, exterior panels and glazing panels, and lab hoods. Alternate #1 represents a deduction from the base bid cost of removal and disposal of the east/west courtyard glass. We recommend rejecting this alternate because it would reduce the scope of the BIC curtain wall renovation in the courtyards. Alternate #2 represents the cost for demolition and disposal of exterior gypsum and wall framing. We recommend accepting this alternate. This project will be managed by the project Engineer, Carnow Conibear and also by The Rise Group. A legal bid notice was published and 23 vendors were solicited. Seven responses were received. Six minority vendors were solicited with two responding, Angel Abatement and Valor Technologies. Five local vendors were solicited with two responding, Kinsale Contracting Group of Westmont and The Luse Companies of Aurora. This purchase complies with State Statute, Board Policy and Administrative Procedures.
Following is a recap of the bid tabulation:
Angel Abatement Base Bid Alt. #1-Delete east/west courtyard glass removal & disposal Alt. #2-Demo/disposal of exterior gypsum & wall framing Total: Base Bid & Alternate #2: $578,500.00 Colfax Corp. $490,800.00 Champion Environmental $ 663,000.00 Kinsale Contracting $1,318,200.00 Luse Companies $680,753.00 Nationwide Environmental $1,093,470.00 Valor Technologies $663,830.00
$(65,000.00)
$(60,000.00)
$ (53,000.00)
$ (375,400.00)
$(50,000.00)
$(156,000.00)
$(41,100.00)
$ 17,500.00 $596,000.00
$ 19,800.00 $510,600.00
$ 45,000.00 $ 708,000.00
$ 33,100.00 $1,351,300.00
$ 38,000.00 $718,753.00
$ 101,000.00 $1,194,470.00
No Bid Incomplete
Recommended Vendor in Bold
4.
RECOMMENDATION That the Board of Trustees award the bid for BIC Environmental Abatement to the lowest responsible bidder, Colfax Corporation, 2441 N. Leavitt Street, Chicago, IL 60647, for the base bid total of $490,800.00, and alternate #2 for $19,800.00, for a total expenditure of $510,600.00.
Consent Agenda Item #9. B. 3) c) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING STANDARD BOARD APPROVAL ___________________________________________________________________ 1. SUBJECT College Vehicles. 2. BUDGET STATUS Funds in the amount of $90,000.00 are budgeted in the Transportation auxiliary budget #3-5015-8700. 3. BACKGROUND INFORMATION This bid represents the purchase of two replacement 14 passenger buses for the staff vehicle fleet. The buses will be used primarily to provide transportation for students participating in campus activities such as athletic events and Field Studies trips. The new buses were specified to meet or exceed all Federal Motor Vehicle Safety Standards (FMVSS) for body construction, which include floor strength, joint strength, roof rollover and compartmentalized seating. The anticipated life of these buses is approximately 80,000 miles or seven years. All vehicles are covered by a 3year/36,000 mile extended warranty. Trade-in vehicles consist of two 14-passenger buses purchased in 2002, with 45,506 and 46,847 miles, respectively. We recommend that the low bid received from Midwest Transit Equipment be rejected due to non-compliance with bid specifications. The buses they are offering do not meet specifications as these vehicles were not Altoona tested, which was a requirement of the bid specifications. This testing is done at Penn State University to test and certify buses for maintainability, reliability, safety, performance, structural integrity, fuel economy, emissions, noise, and related technical support. We recommend that the low bid received from Currie Motors be rejected due to noncompliance with bid specifications. The buses they are offering do not include a passenger side airbag as required in the specifications. A legal bid notice was published and twenty-five vendors were solicited. Six responses were received. One minority vendor was identified but did not respond. Three local vendors were solicited with one responding, Packey Webb Ford of Downers Grove. This purchase complies with State Statute, Board Policy and Administrative Procedures.
Following is a recap of the bid tabulation:
Central States Item 1 Qty 2 Description Shuttle Buses with rear luggage space Back up camera system Back up alarm Factory AM/FM/CD Exterior accept striping Graphics Pkg. Allowance Less the following trade-ins: 2002 14 Passenger Bus 2002 14-passenger bus Total Cost for 2 Buses: 2 2 2 Shuttle Bus OPTION: No rear luggage space Options: Less 2 trade-ins: Total Cost for 2 Buses: $ 101,420.00 $ $ 3,678.00 80,098.00 $ (25,000.00) $ 84,472.00 $ 6,446.00 $ (15,000.00) $ 75,918.00 $ 108,916.00 $ 9,190.00 $ (16,000.00) $ 102,106.00 No Bid No Bid No Bid No Bid $ 92,700.00 $ 1,100.00 $ (22,600.00) $ 71,200.00 $ 106,470.00 $ 10,360.00 $ (20,600.00) $ 96,230.00 $ Bus Co. $ 102,570.00 $ 1,178.00 Standard Standard Included 2,500.00
Currie Motors
Illinois Bus Sales
Illinois Central Bus
Midwest Transit
Packey Webb
$ 85,888.00 $ $ $ $ $ 1,378.00 140.00 498.00 1,930.00 2,500.00
$ 109,296.00 $ $ $ $ $ 1,500.00 100.00 90.00 5,000.00 2,500.00
$ 23,000.00 No Bid No Bid No Bid No Bid No Bid
$ 94,000.00 $ 1,100.00 Standard Standard No Charge Included
$ 108,650.00 $ 8,730.00 Included Included $ $ 1,630.00 2,500.00
1A 1B 1C 1D
2 2 2 2 2
2 2
$ (12,500.00) $ (12,500.00) $ 81,248.00
$ (7,500.00) $ (7,500.00) $ 77,334.00
$ (8,000.00) $ (8,000.00) $ 102,486.00
No Bid No Bid No Bid
$ (11,300.00) $ (11,300.00) $ 72,500.00
$ (10,300.00) $ (10,300.00) $ 100,910.00
Recommended Vendor in Bold Does not meet bid specifications
4.
RECOMMENDATION That the Board of Trustees award the bid for College Vehicles to the lowest responsible bidder, as follows: Item 1, 1A, 1B, 1C, 1D Vendor Central States Bus Company 49W120 Highway 30 Big Rock, IL 60511 $ Amount $106,248.00
Less the following trade-ins: 1E, 1F Central States Bus Company 49W120 Highway 30 Big Rock, IL 60511 for a total expenditure of: ($25,000.00) ___________ $81,248.00.
Consent Agenda Item 9. B. 4) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING SUMMARY OF REQUESTS FOR PROPOSALS ___________________________________________________________________
There are no requests for proposals to approve this month.
9. B. 4) Requests for Proposals
NONE THIS MONTH
Consent Agenda Item 9. B. 5) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING SUMMARY OF PURCHASE ORDERS ___________________________________________________________________
Item 9. B. 5) a)
JJR – Work Force Development Center & Culinary Arts Center Landscaping Design Contract That the Board of Trustees approve the contracts with JJR, LLC for a total of $104,100 which for Culinary Arts, includes a $49,500 fee plus an allowance of $2,500 for reimbursable expenses and for Work Force Development includes a $49,600 fee plus an allowance of $2,500 for reimbursable expenses. The design fee for both projects includes schematic design, design development, construction documents, bidding, and construction administration. Comcast Internet Services Agreement Renewal That the Board of Trustees approve a three-year contract renewal for our Internet Services Agreement with Comcast Commercial Services, 1500 Market Street, Philadelphia, Pennsylvania for an annual expenditure of $34,500. Apple Computer Equipment That the Board of Trustees approve a contract for the purchase of Computer Equipment with Apple Inc., 12545 Riata Vista Circle, Austin, TX 78727, for a total expenditure of $40,338.00.
Item 9. B. 5) b)
Item 9.B. 5) c)
Consent Agenda Item 9. B. 5. a) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING STANDARD BOARD APPROVAL
1.
SUBJECT JJR – Work Force Development Center and Culinary Arts Center Landscaping Design Contract.
2.
BUDGET STATUS Enhanced landscape plans will be developed for the Work Force Development Center (WDC) and the Culinary Arts Center (CAC), to maintain consistency of the Master Landscape Plan concept presented at the June 2, 2009 Board Workshop. The costs associated with these projects will be funded from the landscaping allocation within WDC and CAC project budgets approved at the July 19, 2009 Board meeting.
3.
BACKGROUND INFORMATION JJR has been retained as the Master Landscape Architect for the C.O.D. campus. The landscape plan for both of these buildings was not part of the scope of the Master Landscape Plan. JJR will develop a plan for these two buildings that is consistent with the Master Landscape Plan to create a consistent and cohesive landscaping scheme across campus. The landscaping design scope included for the buildings is limited to landscaping, irrigation and hardscapes around the immediate perimeters of the buildings. The scope for Culinary Arts also includes landscaping design from the building east to Fawell and from the building south down to the pond edge. The scope for Work Force Development also includes landscaping design from the building north to Fawell and from the building south to the TEC building encompassing a functional courtyard as it relates to the programming of the WDC building.
To maintain consistency with the overall master plan, JJR was solicited to be part of schematic design, design development, complete the construction documents and provide construction administration services. Their fee for these projects is consistent with other projects done on campus. JJR-CAC JJR-WDC 4. RECOMMENDATION That the Board of Trustees approve the contracts with JJR, LLC for a total of $104,100 which for Culinary Arts, includes a $49,500 fee plus an allowance of $2,500 for reimbursable expenses and for Work Force Development includes a $49,600 fee plus an allowance of $2,500 for reimbursable expenses. The design fee for both projects includes schematic design, design development, construction documents, bidding, and construction administration. $49,500 $49,600
Consent Agenda Item 9. B. 5) b) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING STANDARD BOARD APPROVAL
1.
SUBJECT Comcast Internet Services Agreement Renewal.
2.
BUDGET STATUS Funds in the amount of $34,500 are budgeted in the Information Technology Telecommunications budget #4-2050-7500.
3.
BACKGROUND INFORMATION Our utilization of the Internet has continued to increase each year. With this renewal, our bandwidth will increase from 30 Mbps to 100 Mbps for a total cost of $6,600. Much of the College’s business is conducted through the Internet and it has become mission-critical to our daily operation. In 2006, the College entered into a 3-year agreement with Comcast as a second Internet Service Provider to provide 30 Mbps of bandwidth for $27,900 per year. The second ISP was installed to provide us redundancy in case of an ISP outage, and to increase our total Internet bandwidth. We had outgrown the 30 Mbps bandwidth that we receive from the Illinois Century Network. The purchase of telecommunications services and inter-connect equipment is exempt from bidding under Illinois Public Community College Act, 110 ILCS 805/3-27.1. This purchase complies with State Statute, Board Policy and Administrative Procedures.
4.
RECOMMENDATION That the Board of Trustees approve a three-year contract renewal for our Internet Services Agreement with Comcast Commercial Services, 1500 Market Street, Philadelphia, Pennsylvania for an annual expenditure of $34,500.
Consent Agenda Item #9. B. 5) c) October 15, 2009 COLLEGE OF DUPAGE REGULAR BOARD MEETING STANDARD BOARD APPROVAL _________________________________________________________________________ 1. SUBJECT Apple Computer Equipment. 2. BUDGET STATUS Funds in the amount of $40,338.00 are being provided by the IT capital equipment budget #4-1900-8551. 3. BACKGROUND INFORMATION This represents the purchase of replacement Apple computer equipment for the Graphic Arts classroom located in the Academic Computer Center, room #3628. The new equipment includes 27 Power Macintosh IMAC computers and associated maintenance. The equipment will be used by students for instructional purposes. The units that we are replacing are approximately six years old and are in need of replacement due to the advanced technology needs of the academic department. The old units will be disposed of in accordance with our current Board Policy #10-85, Sale or Disposal of College Property. This equipment is being purchased directly through Apple Inc., who is the sole-source educational distributor of this equipment. Although there are computer equipment dealers who sell Apple equipment, they are not authorized to sell Apple products to public and private nonprofit educational institutions. All purchases must be made directly through the Apple Higher Education Sales Department. The pricing received for these systems reflects higher educational pricing. Maintenance for all equipment will be handled through our in-house maintenance technicians or third party maintenance vendors where applicable, to obtain the lowest maintenance costs. Anticipated life of this equipment is approximately three to five years. The purchase of data processing equipment is exempt from bidding under Illinois Public Community College Act, 110 ILCS 805/3-27.1. This purchase complies with State Statute, Board Policy and Administrative Procedures. 4. RECOMMENDATION That the Board of Trustees approve a contract for the purchase of Computer Equipment with Apple Inc., 12545 Riata Vista Circle, Austin, TX 78727, for a total expenditure of $40,338.00.
Consent Agenda Item 9. C. 1) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING CONSTRUCTION BOARD INFORMATION
1.
SUBJECT Monthly Construction Project Summary.
2.
REASON FOR CONSIDERATION Standard reports provided to the Board monthly for their review.
3.
BACKGROUND INFORMATION All projects are proceeding on schedule.
College of DuPage
Facilities Planning and Construction Monthly Progress Report
October 2009
Milestone Summary Report Early Childhood Center (ECC) #726 Entryways are being redesigned to resolve snow, water and ice control problems. Arbitration has concluded. The ruling from the judge was essentially 50/50. awaiting instructions for final payment amount to the contractor. Renovate Berg Instructional Center and SRC #727 Revised drawings are in progress due to program realignments to reflect the new Facilities Master Plan. Construction on the east half of the roof has been completed. The west half will be completed in October. The East Campus Fire Protection installation is underway and on schedule. Interim moves are nearly complete to allow for construction activity in areas adjacent to the BIC and SRC. Bids for the BIC exterior, BIC concrete mezzanine, concrete foundation and structural steel for the College Center Addition have been received and are being evaluated. Bid Package #3 for the remaining portions of the project will be issued in November. Technology Education Center #728 Window Treatments Selection & Procurement In Progress Classroom Furniture final installation & punchlist. Scope & Pricing being developed for Additional Welding Lab Fume Hoods Seeking resolution for Welding Lab HVAC Noise Health Careers and Natural Sciences #729 Bridge handrail installation and carpet installation is completed. Warranty items are being addressed. COD anticipates receipt of the contractor's response on the floor problems this month. Roadway, Parking and Landscape Improvement 2006 Phase 2 #736 Landscape warranty work to repair a sewer has been completed. Grass restoration in that area is being scheduled. Roadway, Parking and Landscape Improvement 2008 Phase 3 #725 Project Complete - Close-out in Progress. 2009 Miscellaneous Concrete Paving is a subproject to RPL3. The work was completed in September. Athletic Fields 3 #757 Irrigation, sod and temporary asphalt behind the bleachers are completed. Soccer field bid packages were awarded and construction has begun. Storm water permit has been verbally approved. Surveying is completed. Clearing and grubbing are completed. MAC Graphic Arts Technology #741 Interior partitions have been framed and drywalled. Door frames and the curved window frame have been installed. Press pads have been poured. Large Heidelberg press will be moved into the new space in mid-October. Move Management #759
The Rise Group, LLC
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College of DuPage
Facilities Planning and Construction Monthly Progress Report
October 2009
Milestone Summary Report Project in Close-Out. HSC-TEC Landscaping #765 Soil amendments to the planting beds are complete. Plant material installation will begin shortly. Underdrain installation is complete except for the Tall Grass parkway underdrainage.
The Rise Group, LLC
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College of DuPage Facilities Planning and Construction Monthly Progress Report October 2009 Non-FMP Task Order Report
PE Partial Roof Replacement & Steel Repair #501 All work is 100% completed. Waiting for close-out documents.
PE HVAC (Phase II) #501 All work is 99% completed. The HVAC unit is operational and in the process of fine tuning. The punch list will be compiled upon receiving the Test & Balance Report. The pool is open! Data Center HVAC Upgrade #446 All of the work has been completed. Waiting for the close-out documents. MAC TV Studio Renovation #620 All the work is completed. The punch list work is in process. Waiting for the close-out documents. ECC Canopy's #TBD Legat has begun redesign of 3 canopies. Legat recommends removing the canopies for winter. Staff Moves The copy center, mail room, police locker room, custodial, and facilities all to move in September. Legat is laying out offices for the staff and movers. Working on office layouts for staff relocations in October. East Campus Chiller Replacement #302 All the chillers are operational. The General Contractor is working on the punch list.
College of DuPage Facilities Planning and Construction Monthly Progress Report October 2009 Non-FMP Task Order Report Naperville Roof Replacement #656 All work is 100% complete. Waiting for close-out documents. AUTOCAD Master File Legat will proceed to develop the O&M table of contents on time and materials. The project is awaiting funding. Lambert Road Utility Relocation The trenching and installation is completed. Restoration will begin on 9/24/09. The punch list will be compiled on the week of 9/28/09. We have lost a few days to rain but believe we will still complete on time. AC 259 Once a budget account is received the design will begin. Convert interior design space into a graphic arts space. ACC Labs Convert lab space into class room space. Meeting with the end-user and Legat on 9/25/09 to begin the design. PE Skylights Legat received a quote using three different systems. Will discuss the budget at the October Space Planning and Construction meeting.
Consent Agenda Item 9. C. 2) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING CONSTRUCTION-RELATED BOARD INFORMATION
1.
SUBJECT FMP Budget and Schedule Update.
2.
REASON FOR CONSIDERATION Quarterly update of overall FMP budget and schedule.
3.
BACKGROUND INFORMATION Budget Updates: Project 724 Management Services: The budget was decreased by $375,433 to reflect modifications to the Rise contract. Project 727 BIC/SRC: The budget was increased by $1,000,000 to fund infrastructure improvements that were not part of the original scope. Project 739 Naperville Regional Center: The budget was decreased by $396,140 to transfer the remaining budget balance, as the project is closed. Project 745 Soccer: The budget was increased by $4,466 to cover an invoice received after the last budget transfer to close the project. Project 746 Renovate Parking Lots Phase 1: The budget is being decreased by $34,560 to transfer the remaining budget balance, as the project is closed. Project 750 Community Garden: The budget is being decreased by $10,804 to transfer the remaining budget balance, as the project is closed. Project 751 Storm Water: The budget is being decreased by $1,229,919 to transfer most of the budget balance, as the project is in closeout.
Project 765 HSC Landscaping (and TEC Landscaping): The project budget is increased by $970,000 to reflect the transfer of funds from the TEC landscaping project, as they are being merged into one project, and the transfer of $100,000 for the storm water project as detailed in the Board letter for the contract approval. Project 766 TEC Landscaping: The project budget is decreased by $870,000 to reflect the transfer of funds to the HSC Landscaping project, as they are being merged into one project. Program Contingency: The net balance after all the above noted transfers is $1,204,386.
Schedule Update: Project 729 HSC: Closeout extended by two months. Project 761 Work Force Development: Design phase adjustment and overall duration reduced by one month. Project 760 Art Center Addition: Design phase adjustment and overall duration reduced by one month.
Closed Projects have been removed for clarity.
Consent Agenda Item 9. D. 1) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING CONSTRUCTION-RELATED BOARD APPROVAL
1.
SUBJECT Ratification of Construction-Related Change Orders.
2.
BUDGET STATUS Change orders will be funded from the designated project’s contingency and fall within the project’s approved budget. All change orders have been approved by the Director of Facilities. All change orders greater than $25,000, but less than $100,000, have been approved by the President.
3.
BACKGROUND INFORMATION FMP Projects Un-bought Scope: Athletic Fields 3, Wight #04, #06; HSC, Gilbane #201R1, #207. Owner-Requested Scope Change: Athletic Fields 3, Wight #01, #02, #05; HSC, Gilbane #169, #172, #173, #218R1; MAC Graphic Arts, Sigalos #01. Unforeseen Conditions: Athletic Fields 3, Wight #03; HSC, Gilbane #149, #210. Architect/Engineer Omission: HSC, Gilbane #144. Architect/Engineer Error: HSC, Gilbane #189. Non-FMP Projects None
4.
RECOMMENDATION That the Board of Trustees ratify the Construction-Related Change Orders from the attached Summary for October 2009.
SUMMARY OF RATIFICATION OF CONSTRUCTION-RELATED CHANGE ORDERS FMP PROJECTS • RATIFY HSC – GILBANE #144: $4,804.00. This change order was to change the well pump from a cast iron well pump to a stainless steel well pump due to a request for the stainless steel pump during submittal review. The architect has not signed this change order. This was Architect/Engineer Error. RATIFY HSC – GILBANE #149: $1,347.00. This change order was to perform exploratory digging to verify buried water main elevations. The architect has not signed this change order. This was an Unforeseen Condition. RATIFY HSC – GILBANE #169: $10,932.00. This change order was to modify the already engineered communication system to accommodate VOIP. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #172: ($4,693.00). This deduct change order provides a credit to C.O.D. for eliminating one stainless steel countertop that was purchased through two contracts. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #173: $354.00. This change order was to add a backsplash with edge band to accommodate C.O.D.’s request to modify the mounting configuration for the x-ray viewers. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY HSC – GILBANE #189: $4,810.00. This change order was to change the Bradley sink designated WF-1 to WF-2. The architect has not signed this change order. This was Architect/Engineer Error. RATIFY HSC – GILBANE #201R1: $2,767.00. This change order was to provide an elevator operator prior to the completion of construction to transport waste and materials safely from the upper floors to the first floor dumpster. The architect has not signed this change order. This was Un-bought Scope. RATIFY HSC – GILBANE #207: $678.00. This change order was to add a countertop that was graphically shown in the plan view on the drawings, but not shown in elevation. The contractor clarified during bid scoping that he had not included any cabinetry scope that was not elevated. The architect has not signed this change order. This was Un-bought Scope. RATIFY HSC – GILBANE #210: $1,544.00. This change order was to add bell clamps at an existing line when it was exposed during the rerouting of adjacent pipes, and to remove a plug due to the discovery of an unmarked sanitary sewer line. The architect has not signed this change order. This was an OwnerRequested Scope Change.
•
•
•
•
•
•
•
•
•
RATIFY HSC – GILBANE #218,: ($24,113.00). This deduct change order was for eliminating the stained concrete floor topping at the bridge. C.O.D. has elected to install carpet instead. The architect has not signed this change order. This was an Owner-Requested Scope Change. RATIFY ATHLETIC FIELDS PHASE 3 – WIGHT #COD-01: $22,900.00. This change order was to add landings and canopies on the side of the Press Box for access. This was an Owner–Requested Scope Change. RATIFY ATHLETIC FIELDS PHASE 3 – WIGHT #COD-02: $3,150.00. This change order was to move jersey barriers from Lot P to Lot A for the benefit of the new temporary warehouse. This was an Owner-Requested Scope Change. RATIFY ATHLETIC FIELDS PHASE 3 – WIGHT #COD-03: $7,317.00. This change order was to replace the existing scoreboard power feed that was exposed after the soil was cut back to the designed grade. This was an Unforeseen Condition. RATIFY ATHLETIC FIELDS PHASE 3 – WIGHT #COD-04: $39,830.00. This change order was to add the concrete flatwork into the project scope. This scope was originally bid, but C.O.D. received no bids. This was Un-bought Scope. RATIFY ATHLETIC FIELDS PHASE 3 – WIGHT #COD-05: $59,165.00. This change order was to add irrigation at all sod areas around the football field. This was an Owner-Requested Scope Change. RATIFY ATHLETIC FIELDS PHASE 3 – WIGHT #COD-06: $49,800.00. This change order was to add retaining walls necessary for the bleachers. This was Un-bought Scope. RATIFY MAC GRAPHIC ARTS TECHNOLOGY – SIGALOS #01: $705.00. The change order was to reuse existing hydronic piping, door hardware and vision glass modifications. This was Owner-Requested changes.
•
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•
•
•
•
•
NON-FMP PROJECTS None
9. D. 2) Approval of Construction Change Orders
NONE THIS MONTH
Consent Agenda Item 9. D. 3) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING STANDARD BOARD APPROVAL
1.
SUBJECT The Rise Group, LLC, Contract Modification.
2.
BUDGET STATUS The current contract with the Rise Group, LLC, is funded from project 3806 Management Services. The modification will result in a credit of $9,313.00 to that budget.
3.
BACKGROUND INFORMATION The TEC project manager was scheduled to be on site until September 15, 2009. He concluded his period of service on August 28, 2009 resulting in a credit for the shortened duration.
4.
RECOMMENDATION That the Board of Trustees approves the modification to the contract with The Rise Group, LLC, shortening the contract duration for the TEC project manager, for a contract reduction of $9,313.
New Business Item 10. A. 1) October 15, 2009 COLLEGE OF DUPAGE REGULAR BOARD MEETING NEW BUSINESS INFORMATION
1.
SUBJECT Revised Board Policy 10-55, Investment of College Funds.
2.
REASON FOR CONSIDERATION Board approval is required to enact College Policy.
3.
BACKGROUND INFORMATION The Board Policy Manual was adopted at the March 19, 2009 Regular Board Meeting. Investment of College Funds Policy 10-55 was amended on May 21, 2009. The Treasurer’s Advisory Committee has since reviewed the current Policy, and their recommended changes are noted in the attached Policy which is provided for the Board’s first reading.
COLLEGE OF DUPAGE
Policy Manual of the Board of Trustees
College Operations - Fiscal Policy No. 10-55
Investment of College Funds Public funds will be invested in a manner which will provide the highest investment return with the maximum security, while meeting the daily cash flow demands of the College and conforming to all state and local statutes governing the investment of public funds. Scope This Policy includes all funds governed by the Board of Trustees. Prudence Investments will be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital, as well as the probable income to be derived. The standard of prudence to be used by investment officials will be the “prudent person” standard and will be applied in the context of managing an overall portfolio. Objective The primary objective, in order of priority, will be: 1. 2. 3. 4. Legality – Conformance with Federal, state and other legal requirements Safety – Preservation of capital and protection of investment principal Liquidity – Maintenance of sufficient liquidity to meet operating requirements Yield – Attainment of market rates of return
The portfolio will be reviewed annually periodically as to its effectiveness in meeting the College’s needs for safety, liquidity, rate of return, diversification and its general performance. Delegation of Authority Management and administrative responsibility for the investment program is hereby delegated to the Treasurer who, with the assistance of staff, will recommend to the Board written procedures for the operation of the investment program. Ethics and Conflicts of Interest Board members, officers and employees involved in the investment process will refrain from personal business activity that could conflict with the proper execution and management of the investment program or that could impair their ability to make impartial decisions.
Page 1 of 4
Authorized Financial Institutions and Intermediaries The College is committed to developing its investment activities with minority-owned and local financial institutions that offer investment services that which are competitively priced and who provide high quality service and performance. The Treasurer, with the assistance of staff, will maintain a list of financial institutions (Illinois Funds, banks, savings and loans, credit unions and other non-banks) authorized to provide investment services. Authorized Investments 1. Funds may be deposited in Certificates of Deposit, Money Market Accounts, Time Deposits or Savings Accounts, only with banks, savings banks, and savings and loan associations which are insured by the FDIC (Bank Insurance Fund or Savings Association Insurance Fund). The deposits must be collateralized or insured at levels acceptable to the College in excess of the current maximum limit provided by the FDIC (See Refer to Section 9 – Collateralization). 2. Investments may be made in bonds, notes, certificates of indebtedness, treasury bills or other securities which are guaranteed by the full faith and credit of the United States of America as to principal and interest. Investments may be made in short-term discount obligations, such as the Federal National Mortgage Association and other short-term obligations, as described in paragraph Section 2(b) and 2(c) of the Public Funds Investment Act with a maturity date not to exceed five (5) years. All security transactions entered into by College of DuPage will be conducted on a delivery-versus-payment (DVP) basis. 3. Investment options offered by the Treasurer of the State of Illinois (i.e., Illinois Funds). No more than 20% of the College’s investment portfolio can be invested in such funds. 4. The College may invest in the Illinois School District Liquid Asset Fund. No more than 5% 20% of the College’s investment portfolio can be invested in such funds. 5. Collateralized repurchase agreements which conform to the requirements stated in paragraph Section 2(g) or 2(h) of the Public Funds Investment Act. 6. Commercial paper meeting the following requirements: A. The corporation must be organized in the United States. B. The corporation’s assets must exceed $500,000,000 $500 million. C. The investment must be rated at the time of purchase in the top tier of the three two (2) highest classifications established by at least two (2) standard rating services. D. The obligations cannot have a maturity longer than 180 270 days. E. Not more than 33% of the total investment fund can be invested in commercial paper at any time.
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F. The total investment in any one corporation cannot exceed 10% of the corporation’s outstanding obligations. 7. Mutual funds that invest in investment grade bonds. Such mutual funds must have assets of at least $100 million and must be AAA rated as established by a recognized rating service. The funds must also be approved by the Board of Trustees. No more than 5% of the College’s operating investment portfolio can be invested in such funds. The 5% restriction does not apply to the College’s outstanding bond proceeds investment portfolio, which is segregated from the College’s operating portfolio. 8. The College may invest in the Federated Treasury Obligations Fund (the Treasury Fund). This fund invests primarily in short-term U.S. Treasury securities. 9. The College may invest in the Illinois Institutional Investors Trust. No more than 20% of the College’s investment portfolio can be invested in such funds. 10. The College may invest in the PFM/Prime Series Fund. No more than 20% of the College’s investment portfolio can be invested in such funds. 11. The College strictly prohibits investing directly in any derivative investment vehicle. Collateralization It is the policy of the College to require that time deposits in excess of FDIC insurable limits be secured by collateral or AAA rated private insurance at the time of purchase to protect public deposits in a single financial institution, if it were to default. 1. Financial institutions must collateralize all deposits in excess of the maximum limit provided by the FDIC to 102% of market value. 2. Acceptable collateral will include the following: A. Bonds, notes, certificates of indebtedness, treasury bills or other securities now or hereafter issued, which are guaranteed by the full faith and credit of the United States of America as to principal and interest; B. Bonds issued by College of DuPage; C. Obligations of United States Government Agencies; and D. Collateralized mortgage obligations (CMO’s) issued by government agencies. 3. Safekeeping of Collateral. An executed collateral agreement must be on file with College of DuPage. Third party safekeeping is required for all collateral. To accomplish this, the securities must be held at one or more of the following locations: A. At a Federal Reserve Bank or its branch office; B. At another custodial facility in a trust or safekeeping department through book-entry at the Federal Reserve; C. By an escrow agent of the pledging institution; or
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D. By the trust department of the issuing bank. Diversification The College will diversify its investment portfolio to eliminate the risk of loss resulting in an over concentration in a specific maturity, issuer or class of securities. Diversification can be by type of investment, number of institutions invested in and length of maturity. Diversification strategies shall be periodically reviewed and adjusted by the Board of Trustees. Internal Control The Treasurer is responsible for establishing and maintaining an internal control structure designed to insure that the assets of the entity are protected from loss, theft or misuse. The internal control structure will be designed to provide reasonable assurance that these objectives are met. Performance Standards This investment portfolio will be managed in accordance with the parameters specified within this Board Policy. The portfolio should obtain a comparable rate of return during a market/economic environment of stable interest rates. Portfolio performance should be compared to benchmarks with similar maturity, liquidity and credit quality as the portfolio. The benchmarks used will be nationally recognized Treasury indexes of duration appropriate for the portfolio – Illinois Funds and the Prudent Man Index. Reporting The Treasurer will prepare an investment report at least quarterly. This report will be reviewed by the Board of Trustees. The report will include information regarding type, book value, income earned, and market value as of the report date. Investment Policy Adoption The Investment Policy will be adopted by the Board of Trustees. This Policy is available for public inspection at the Office of the Board Secretary President, 425 Fawell Blvd., Glen Ellyn, IL. The Policy will be reviewed periodically by the Treasurer, and any modifications made thereto must be approved by the Board of Trustees.
Adopted: 3/19/09
Reviewed:
Amended: 5/21/09
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New Business Item 10. A. 2) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING NEW BUSINESS INFORMATION
1.
SUBJECT Revised Board Policies: a) 10-110, Assemblage on College Facilities b) 10-125, Distribution of Printed Material c) 20-5, Non-Discrimination Policy
2.
REASON FOR CONSIDERATION Board approval is required to enact College Policy.
3.
BACKGROUND INFORMATION A sub-committee of the Board reviewed existing Board Policies. In November 2008, the sub-committee brought forth for consideration a revised Board Policy Manual. The President and College community had opportunities to provide input which is reflected in the February 19, 2009 Board Policy Manual that was presented to the Board for adoption. The Policy Manual of the Board of Trustees was adopted at the March 19, 2009 Regular Board Meeting. The Board of Trustees rescinded ten policies from the manual for further consideration at their May 4, 2009 Board Meeting. Board Policies 10-110, 10-125, and 20-5 are three of the ten Policies. Attached Policies 10-110, 10-125, and 20-5 are provided for the Board’s first reading.
COLLEGE OF DUPAGE
Policy Manual of the Board of Trustees
College Operations - General Policy No. 10-110
Assemblage on College Facilities Members of the academic community may peaceably assemble on College facilities as long as they assemble in accordance with the following provisions: 1. All participants in an assemblage are expected to conduct themselves as responsible members of the academic community and to strictly abide by the rules and regulations governing use of College facilities. 2. The rights of free speech and lawful assembly do not confer upon those who exercise these rights a license to limit, interfere with, or infringe upon the equal rights of others. The President and/or his authorized representative reserves the right to invite, acknowledge or deny requests for assemblage as well as the right to control the time, place and manner of the assemblages.
Adopted: 4/16/09 Rescinded: 5/4/09
Reviewed:
Amended:
COLLEGE OF DUPAGE
Policy Manual of the Board of Trustees
College Operations - General Policy No. 10-125
Distribution of Printed Material Individuals and/or organizations of the College or community at-large may distribute printed material on the campus of College of DuPage, subject to the provisions set forth in Policy 10-120. Such material will not be contrary to local, state or federal laws. Posting and display of materials on campus shall be governed by the procedures and regulations established by the Office of Student Activities and published in the Student Handbook.
Adopted: 4/16/09 Rescinded: 5/4/09
Reviewed:
Amended:
COLLEGE OF DUPAGE
Policy Manual of the Board of Trustees
Student Affairs - General Policy No. 20-5
Non-Discrimination Policy The College prohibits discrimination in its admissions, employment and educational programs or activities on the basis of race, color, sex, religion, creed, national origin, age, ancestry, marital status, sexual orientation, arrest record, military status or unfavorable military discharge, citizenship status, and physical or mental handicap or disability. The College will also prohibit discrimination based on an individual’s viewpoint or opinion. This Policy against discrimination applies throughout all College environments, whether on campus, at work assignments off campus, at College-sponsored social functions or otherwise. Procedures to facilitate the College’s prohibition of discrimination will be promulgated consistent with this Policy.
Adopted: 4/16/09 Rescinded: 5/4/09
Reviewed:
Amended:
New Business Item 10. A. 3) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING NEW BUSINESS INFORMATION ________________________________________________________________
1.
SUBJECT Statement on Auditing Standard (SAS) 114.
2.
REASON FOR CONSIDERATION Auditors requested we submit their letter in regards to Statement on Auditing Standard (SAS) 114. . BACKGROUND INFORMATION The SAS 114 provides guidance on the auditor’s communication with those charged with governance in relation to an audit of financial statements. Also, attached is the Management Representation Letter that is referred to in the SAS 114 letter on page 6 – Communication Item – Representations The Auditor is Requesting From Management.
3.
New Business Item 10. B. 3) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING NEW BUSINESS APPROVAL ________________________________________________________________
1.
SUBJECT FY2009 Audit.
2.
REASON FOR CONSIDERATION Board approval of the attached Comprehensive Annual Financial Report Fiscal Year Ended June 30, 2009 and Management Letter.
3.
BACKGROUND INFORMATION a) Comprehensive Annual Financial Report - This audit was performed by Crowe Horwath LLP as authorized by the Board of Trustees in accordance with Chapter 110, Section 805/3-22.1 of the Illinois Community College Act. This audit is the second year of a three year contract. The College again received an unqualified opinion. Copies of the audit report will be filed with the State in accordance with the Illinois Community College Act. b) Management Letter - A Management Letter is prepared by the audit firm each year and the College responds to their comments. There were no material weaknesses noted or significant comments from the auditors based on their review of our internal controls and operations.
4.
RECOMMENDATION That the Board of Trustees approve the Comprehensive Annual Financial Report Fiscal Year Ended June 30, 2009 and Management Letter.
New Business Item 10. B. 4) October 15, 2009
COLLEGE OF DUPAGE REGULAR BOARD MEETING NEW BUSINESS APPROVAL ________________________________________________________________
1.
SUBJECT Certification of Chargeback Reimbursement (FY2009).
2.
REASON FOR CONSIDERATION Each year, based on the expenditures shown in the audit report, the College calculates a new certification of chargeback reimbursement to determine the amount of billing, per credit hour, to other community college districts for their students attending College of DuPage.
3.
BACKGROUND INFORMATION The total per capita cost per credit hour increased to $386.42 in fiscal year 2009 from $370.09 in fiscal year 2008, a 4.4% increase. Credit hours increased to 472,799 in fiscal year 2009 from 454,493 in fiscal year 2008 - a 4% increase. The following adjustments are made to the per capita cost to determine the chargeback reimbursement rate: Per capita cost Less: State and Federal grants Less: Average ICCB grant rate Less: Tuition and fees Chargeback reimbursement per semester credit hour $ 386.42 (41.57) (29.32) (116.00) $199.53
4.
RECOMMENDATION That the Board of Trustees approve the Certification of Chargeback Reimbursement to be used for chargeback billings for the Fall Semester, 2009, Spring and Summer Semesters of 2010.