3rd floor/4th floor Renovation

Project Status: In Progress
Timeline: Projected completion June 2019
Project Wiki page: Third/Fourth Floor Project

April 12, 2019

Construction Timeline and News
Third floor construction is nearly complete. Tuesday’s construction meeting focused primarily on finalizing data connections in the third and fourth floor spaces. The data lines should be run on third floor in the next two weeks. Fourth floor construction still has through the beginning of June for completion. Reconfiguration for ecampus is the last week in June and move in is the first week in July.

Third Floor Offices
The offices are officially unveiled as of this afternoon. The doors and hardware are still on order but the spaces being available for use will allow us to begin moving the press and RAS faculty over the next week.

Schedule
The Gantt is a good reference for the timeline being used for planning. There will be a flurry of activity leading up through the completion of this project and likely some rapid adjustments as needed.

Current Maps:
190313_OSU Valley Library 3rd Floor.pdf

Current Project Gantt: 
3rdMoveGantt03282019.pdf

Relocation and reconfiguration
The WRO parts are on order and the reconfiguration is firmly scheduled for the first full week in May.
Originally, I was planning to do a second round of surveys. Instead, over the next two weeks I hope to have quick meetings with all individuals in offices that will be relocated and cubicle occupants that are moving to make sure needs are met. 

Fourth Floor
The TED interns on the fourth floor began moving over into the admin suite area across from the copier in preparation for the early start of work on fourth. The rest will move early next week.

After the Press and RAS faculty are relocated the TED librarians will begin moving down to their offices on the third floor as they are made ready and available.

Shelving and Storage
Shelving will be erected on the east end of the room in the new press space and along walls where new shelves are being placed for RAS on the west end next to the offices.  There will be a lot of movement of storage from the press area to the east end of the room and from the RAS space to the area behind the new offices on the east end of the room.

Miscellaneous
HVAC
The HVAC controls system update has started and is slated for completion by the end of June. I am waiting for confirmation on this and what might be expected with regards to the system over the next two months while the work is being completed.

As always, please feel free to bring up questions with myself or your departments representative on the move committee.

March 29, 2019

Third Floor Update
Six more weeks and the move will be done!!!

Timeline:
Construction
Third floor construction is nearly complete with a bit more electrical and HVAC work ahead. Safety electric has been working today and will be also working on Monday with the power in the third floor work room central columns.The last major item on third floor will be running new data lines in the offices and central portions of the room. 

Work is still ahead of schedule on the third floor. Everything but the doors will be in place and the sheeting removed by the end of next week. This will allow work to begin in part over the next couple of weeks for moving some of the office occupants on the third floor, beginning work on moving freestanding items as spaces are cleared, and arranging for transitional storage needs on the northeast end of the room for RAS and the southeast corner of the room for the Press so their shelving can be erected the week of April 15^th and their items relocated.

Please see the current reconfiguration map and the current gantt for the move. The committee representatives for each area will all be working with me to adjust and coordinate these dates and times as needed but it should give a good general picture of the order of events.

Current Maps:
190313_OSU Valley Library 3rd Floor.pdf

Current Project Gantt: 
3rdMoveGantt03282019.pdf

Survey
Thanks to all who took the time to do the furniture survey. It has helped a lot! There will be a second survey sent out for folks that might have some other options for the spaces – I’m in discussions with Faye on what we can offer but it sounds like at least painting the offices (there will be three options for color), chairs if there are any replacement needs, varidesks, and shelves as desired.  

March 17, 2019
Not a lot of change lately, mostly waiting on new information the last couple of weeks but I do have some new things to share.

What's happening now?
There is ongoing construction on the third and fourth floors. Third floor has the dry wall up and is 80% done with taping and mudding. The wall opening in the pony wall on the west side of the room will be complete by the end of this week.

The fourth floor, the walls are about 80% complete, tape and mud is at 15% while electrical and ceilings are about 40% complete overall.

Controls and pneumatics in the HVAC system are slated for upgrade before the end of June. Some additional work will be done by ClimaTech but the scope is still being finalized.

Timeline updates:

Committee is still meeting Thursday mornings and has been discussing the reconfiguration layout. There are still minor modifications that may happen.

Major construction is expected to be completed by April 15^th on the third floor allowing for folks to move offices a bit early. The reconfiguration will still be planned for the first week in May with a couple weeks prior prepping and clearing the spaces in the central portion of the room.

Ecampus will move back in the first week of July.

Survey
Furniture survey that has gone out ideally needs to be back by tomorrow. This will help immensely in determining what furniture is moving and not, as well as the amount of surplus items that may be reused internally between departments or just cleared out in advance of the move. During the reconfiguration, cubicles and large pieces of furniture will be taken care of but folks will be responsible for moving their own personal effects.

Networking
The networking cables for the new offices and the columns in the center of the third floor workroom are to be added in the next few weeks. This means there may be some shuffling to clear access for the workers to pull the lines and update the ports there.

Third Floor Layout
The half wall running along the west side of the room will indeed have an opening next to the last office. The floorplan on the wiki is an easy reference to see the pathways and aisle clearances though you may need to zoom in if you’d like to see exact dimensions. Other details like where data ports and outlets are nearing final determination. The 17 cubicles running along the window are staying the same structurally. 

Floorplan

General Floorplan and Gantt
There is also a general floorplan in the works that is closer to the final product. Once the final modifications are made it will be posted on wiki for easy reference. I am working with the department representatives individually over the next couple weeks to look at the order in which move preparations will begin and proceed starting in mid-April to the full reconfiguration of cubicles scheduled for the first week in May.

Many thanks to the committee representatives for each group that help gather input and information and distribute it out as well. It has helped immensely having their perspectives during all the planning.



February 21, 2019

Construction
What is happening now?
There was a small leak on the third floor in the annex due to some floor drains being taken out on fourth. The immediate issue was dealt with quickly thanks to the fast actions of Lucinda and RAS folks. Campus plumbers are dealing with the long term fix tomorrow.

The framing work and large parts of the HVAC have been completed though there is still some ongoing work. You aren’t imagining it if it has seemed stuffy the last week or so. There are some upgrades being made to the controllers in the spaces under construction. When it is fully back online the system will function better in the spaces that have had this work.

Sprinkler modification started this week as well including sprinklers in the new offices, throughout the fourth floor space, and in 1420 on the first floor for SMS.

Friday Morning
Tomorrow morning the crews will start extra early at 4 a.m. They will be taking out some floor sinks on the fourth floor which will be very loud work over the Daycare and RAS Annex spaces. They are hoping to be finished in the morning to minimize disruption.

The good news is we are nearing the end of the demolition work, carpet is out on fourth along with a few walls – the darkroom is gone! I know this week has been really noisy. It should get better going forward.

Next Week
The fourth floor restroom area in the admin space will be blocked off next week, possibly Monday or Tuesday for additional HVAC work. Be prepared to take an alternate route and plan for the restrooms to be unavailable there.

Starting Monday/Tuesday the window on the fourth floor loading dock area will be taken out. Several loads of building materials will be brought in over the course of a couple of days. This will impede entrance and exit through he loading dock elevator and door and require adjustments to deliveries. Please plan alternate routes as needed.

WRO Furniture Plan and Reconfiguration
They are anticipating having a preliminary configuration and assessment of parts needed next week. I plan to review this with the third/fourth floor committee, make modifications, and share with all the following week.

There is a firm completion date of May 3 for major construction on the third floor. Leading up to that there are preparations that can be made in anticipation of the big reconfiguration. This could include relocation of credenzas and shelving, moving offices if they are ready early, clean up, etc. The move and reconfiguration itself is scheduled for May 3-8.

Survey
We are working to create a survey for everyone to fill out that reflects their current furniture and what each individual would like to keep. The goal is to send it out in early March.

Surge Space
There is still surge space available in 6420, the admin suite, and space for faculty in Gilkey is ready as well as some in 1420. Feel free to inquire if you want me to show you the space. 

February 7, 2019

Construction Timelines and News
Received an updated timeline from Swinerton this morning that included the third phase of construction in the room occupied by TED librarians. Major completion of third floor work is slated for May 3rd. From that day through May 8th there is time allowed for reconfiguration and relocation of cubicles as well as moving to the new offices.

What is happening now?
Demolition was delayed and is now slated for Friday or Monday morning start on third floor with completion before 8 a.m. and the fourth floor demolition will be ongoing from February 11-15. The contractors have completed the barriers now on both third and fourth floors in preparation. There are industrial air purifiers within the restricted work areas to pull dust and debris from the air. Please do not enter these areas, they are restricted areas for safety reasons. 

Electricians are preparing to work on the third and fourth floors running lines and modifying circuits. As a general practice, plan to shut down computers and save files prior to leaving each day. Due to some of the electrical work there may be short outages in the staff spaces on both third and fourth floors early in the mornings before 8 a.m. 

Loading Dock
The loading dock will have the cardboard dumpster moved over to the University Librarian’s parking spot, the 20 yard construction dumpster will be located on the far side next to the generators and the remaining two or three trash dumpsters tightly arranged next to it. This is expected to happen before the end of this week. There will be enough room for a pallet sized load to come in through the loading dock door.

In the construction meeting there was a new development this week. The contractors will be removing a pane of glass from the dock elevator lobby on the third and fourth floors to bring in construction materials every Friday morning and then replacing the glass.  Anything happening on the third floor will occur prior to 8:30 a.m., hopefully causing minimal disruption of work and staff. The fourth floor window may be open for longer on Fridays which may require going an alternative route for entry.

I will keep you all posted as additional dates and news are shared with me. Feel free to ask questions or share concerns and I will do my best to address them. 

Surge Space
6420 is set up and in use by some staff members already. There are additional spaces in the administration suite for staff that need alternative work areas during the project. Please notify me or your department representative if you are interested in taking advantage of it at any point. 

In addition to that staff space there is also a suite of office space on the third floor of Gilkey now available to faculty to use as well. I am happy to walk anyone over who is interested in using the space. Though it isn't really set up for long term use, if there is interest in more lasting accommodation please let me know. 

Reconfiguration
Sometime next week I am meeting with the vendor about reconfiguration needs and will be doing further analysis of the current furniture throughout the office spaces and asking that staff and faculty indicate which items they would like to bring with them. 

Quick Info
Permission has been granted to the construction workers and contractors from Swinerton to use the break room on the third floor if needed. 

There are more noise cancelling headphones available for use for anyone disturbed by noise on the third or fourth floors. Please notify your department rep (Laurie, Don, Kerri, Marty, Larry) and they can distribute the headphones to you on request.

Watch for small updates through the week with reminders and new information. Thanks all, please send me any questions or concerns!

January 25, 2019

Wish I had more to share but not a ton of news this week, just been waiting on more concrete information from campus and the contractor.

Contracts and Timelines
I received confirmation that the contract is signed and in place between Swinerton and OSU meaning they will likely start work next week staging and possibly demolition by January 31^st . I was hoping to have a confirmed construction timeline in hand at this point to share. As soon as able, it will be shared with all. The first official construction meeting is next Tuesday.

Back Dock
There is some ongoing discussion between the campus construction manager, waste management, and the contractor regarding dumpster placements. The original plan for the space on the back dock may be altered but I have been assured there will be space allowed for deliveries.

Presentation and Maps
I did get digital copies of the maps shared during last week's Admin briefing presentation. That information and the maps are included here.
Admin Briefing Presentation: January 18, 2019
Third Floor.pdf 
Fourth Floor.pdf
When looking at the maps pay particular attention to red outlined areas that indicated active construction zones that should not be used by staff for everyone's safety. 

Ecampus has been working on relocating folks this week and will continue to do so through next week. Expect increased traffic through the back door. It started today and will likely continue to some degree through early next week.

Surge Space
6420 is set up and ready. As soon as folks would like, they are able to begin moving to the space. There is additional surge space now on the third floor of Gilkey for any faculty that have interest. There is wifi in place but no network connections set up for desk top computers. There are additional spaces that will perhaps be available by the beginning of February that are being vacated by ecampus including the large office next to Faye, and some cubicles in the administration suite. Please contact your department representative on the third floor committee if you are interested.

Please call or email me with any questions or concerns regarding this project, the construction workers, or what they are doing and I will do my best to address them.

January 15

Third Floor Update

Timeline and Construction
The preconstruction meeting with contractors, project manager, and representatives from ecampus, the library (myself and Faye), telecom, and campus space planning was held this morning.

During the meeting there was long discussion about the various facets of construction work that will be taking place from access to spaces in the building, safety procedures, management of the dumpster area and other items of consideration like telecom and data wire installation. The contract is still not officially in place with the construction company but there was much work complete by the contractor with regards to construction staging space, pathways, and other construction related details.

The most impactful piece of information shared during this meeting was the construction timeline.
Here are the key take away points:
1. Demolition on both third and fourth floor is slated to begin during the end of January/first week of February. This will be three days of the worst noise and mess of the whole project. It should improve after this, though there will still be active construction noise in the spaces. Generally much less demolition will occur on third so expect the most disruption on fourth.
2. Construction will be occurring simultaneously on the third and fourth floor. This is the biggest change from the original information and has the biggest impact on the plans. Full construction completion in both third and fourth floor spaces will not be complete until the end of May.
3. Because of the construction timeline change there will be a third phase in 4977 where the TED librarians are currently located.  This means it will happen last, allowing for the librarians to remain in the space as long as possible or until the third floor is completed allowing for their move.

Overall, the construction on both third and fourth and all associated work will begin following the demolition in early February and conclude according to the timeline by the end of May. Relocation and reconfiguration will then occur when construction is to a point we have safe access to the spaces.

Communications
Going forward we will likely need to adapt quickly as we continue working with shifting targets and a degree of uncertainty and chaos. In an effort to alleviate confusion I will continue sharing information from various sources each week as best I can. Each Tuesday there will be a meeting with the construction manager, campus project manager, and Carlea from ecampus, to get ongoing information about what is happening and when. The third floor committee representatives will continue meeting once a week, and Faye will be regularly consulted with regards to the plans.

What is ready?
The construction zones on the third floor are cleared.

Ten pairs of noise cancelling headphones were ordered and are already available – currently in the care of Kerri on the third floor. There is a request in to purchase 15 additional pairs just to make sure everyone can have one if needed. At the conclusion of the project, any extras can perhaps be put into circulation.

Surge space in 6420 and three research rooms on the 6^th floor are fully networked and ready for any that decide they would like to take advantage of it. We are hoping to set up a printer in the space.

What is next?
Ecampus begins moving from the library to the foundation building the last week of January with the goal of being out before February 1^st.

Tomorrow afternoon there will be a walkthrough on third and fourth floors with WRO, the vendor, checking the cubicle inventory and working toward the assessment of the floorplan vs. the cubicle parts we have on site. Because the moving and reconfiguration is on a much longer timeline now it does mean more careful consideration can be put toward this part of the project.

I am actively looking at all the open cubicles and spots and spaces throughout the building that might serve as additional surge locations for folks affected by the construction changes and moves.

I know this is a lot of information and will do my best to answer questions and concerns.



December 28

Timeline
So far no changes to the timeline. A preconstruction meeting is expected the 2^nd week of January with construction to start during the third week and taking at least 2 two weeks to complete. After that, the cubicle reconfiguration and moving will be the priority..

General Update
Moving Company –
I did a walkthrough yesterday with a representative from the Bertsch Moving company. She is working to get me a quote for how many estimated hours and pricing for moving the cubicles during the big shift from 4^th to 3^rd floor. Estimated 2-3 days worth of work for the project. The trick will be also scheduling the facilities electricians and workers necessary to work with the specialized portion of the process.

Cubicle Plan
WRO, the cubicle vendor PO has been completed. We are scheduling a walkthrough as soon as the representative has returned from holiday.  Have already shared the cubicle part inventory, we are waiting for analysis and detailed recommendations for any necessary parts.

Data and Network

Don put together a very handy map for everyone and shared it recently.

What is happening now?
Many thanks to the amazing student crew workers, Lucinda, and several folks in RAS, DPU, and the Press for their hard work getting everything moved and ready.

Shelving
Marty, Mikki, and Mary cleared the shelving for the press and it has been taken down. The last couple of wall ranges may be taken down and placed along the wall between offices to provide extra storage.
Items moved from the shelves were moved to the Cascade building by Marty and a crew student last week.

Formerly Microform Area – Now RAS Annex
Microform area enclosed. Many kudos to Lucinda, Kathy, Laura and all involved in dealing with the surprise of facilities workers showing up suddenly last Friday to work on erecting the walls. The fact that this portion of the project is complete gives so much more flexibility to RAS work during the construction and reconfiguration.

Credenzas have moved along with the lockers and tables prepped for the scanners. Dave Manela and I will be creating an access opening for the power and data on the half wall through the partitions on Monday.

Access to the area: I am trying to get new cores for the doors into the space. They are residential style locks which is generally not preferred by the campus locksmiths or me as it requires an extra and completely different style of key for those that need it. For now there will be a few copies given to folks to use as needed. Should we keep one at the circulation desk for check out for anyone that may need in there just in case? Thoughts?

Surge Space
6420 mostly set up but we are waiting for data connections. There will also be at least three research rooms set aside for use and available for staff and faculty as needed during the project.

Miscellaneous
Acquired 10 pairs of noise cancelling headphones for general use on the 3^rd floor during construction.

Coming Soon!
Moving all the Card Catalogs in the RAS workroom.

Over the next couple of weeks the student crew, Lucinda, and I will continue breaking down as many cubicles as possible and relocating unnecessary items. It is going to be a bit noisy on the east end of the room.

At least one contractor walk through will happen next week with myself and Ned Nabeta, the campus construction manager.

All of the work everyone has put in on the third floor has helped immensely. So grateful for all you hard working folks pitching in and helping out!

December 18

Surge Space
Microform Area
-All the metal cabinets have been moved into the maps space behind the ERIC cabinets.
-Electrical and data within the space inside and to other side of the wall so the microform readers can be flipped around today/tomorrow and the readers are being moved as soon as that is done.
-Mircoform area enclosure is supposed to be happening this week. The plan is to use Mole Hole walls from storage and cannibalize pieces from what is there right now as necessary. Facilities folk are being big darn heroes and helping out with the set-up of the old walls for this project.

6420

-The arrangement of furniture in 6420 is to be completed by tomorrow with networking to happen as soon as possible, no dates yet on that. This space is to serve as a temporary set up for staff that do not want to be in the third floor work room during construction work. There will also be 3 research rooms set aside for use.

Expected this week:
-Kerri is working to get me a floorplan finalized for workflow from RAS that can be used to fine tune planning. They’ve already done some impressive work laying out the space!

-Marty and the press are moving some inventory out of the 3^rd floor work room space to storage at Cascades Tuesday. This will allow for some of the tall ranges to be taken down. 

-Larry Landis is packing up in preparation for his move to the 4^th floor. Optimistically this may happen by the end of this week.

FYI
-Cubicle dimensions are generally 10x11 with the standard layout attached here. This is just the basic one we will be working off of but of course there are differences within each individual space.
-The 3^rd Floor committee meets tomorrow to discuss developments and continue planning for the coming weeks.
-Please continue clearing out unwanted files and items
-There was a quick walkthrough today with Swinerton, the contractor awarded the bid for this project. Still on track for preconstruction meeting in the second week of January and start of construction the third week.



December 10

There has been a week of limbo while waiting for concrete information from various parties involved in the third/fourth floor project. I am going to include as much information as possible here with the caveat that not everything is known and will likely not be known yet for a few weeks.

In late November we were told that the construction for the Third/Fourth project was out to bid with it closing November 30^th (this was later pushed back). The bid is now finally closed and the contractor will be selected and construction on the third floor, as I was most recently told, is scheduled to start in mid-January.

As a result of the compressed timeline, things here at the library will be moving quicker than would be ideal. I’ve had several meetings over the last week with the project manager, construction manager, and space planner from campus communicating our needs and challenges. There are indications of some willingness to lend extra support but no details as of yet. I am working with the campus planner to push for the cubicle vendor to be selected and a contract put into place as soon as possible.

I have weekly meetings for the foreseeable future with all the campus planners, a representative from ecampus, with the Third/Fourth Floor Committee (Larry, Kerri, Don, Jane, Marty, and myself), as well as a meeting each week with Faye related to this project. I will be relying on the committee representatives listed to assist with communicating and working out details with you all with regards to moving and your group specific decisions, but will also be sharing regular updates as more is learned.  

Construction

-The bid deadline for all of the construction including the 6 offices on 3^rd and the 4th floor work was extended past November 30 into the first week of December. Campus is considering the five bids that were submitted. No final contractor has been selected. The lowest of the bids was $80,000 over the original budget so ecampus may ask for additional funding for the project.

Current Timeline

January 15 was the most recent construction start date I was told but this may be possible to shift somewhat to accommodate the preconstruction preparations. Construction on 3rd may take up to 2 weeks from start to finish. Full construction completion, including the work that will be done on the 4^th floor, is set for May or June.

Things to expect During Construction

Noise

Drilling, hammering, construction talk: there will likely be a wide array of noise pollution day to day for at least a week or two during construction of the offices and then of course during the configuration of the cubicles as well. This will likely also affect the second floor and public spaces directly abutting the work. I’m hoping to acquire some extra noise cancelling headphones for general use of the third floor folks that want to stay in the workroom space. Even after the construction is done on third there will be noise generated from the work on the 4^th floor to third.

Dust

There will be curtains in place to minimize the spread of dust and debris outside the construction areas but there will still be a degree of contamination. Plastic sheeting will be available to drape over and protect where needed.

Extra Traffic

There will likely be various contractors and subcontractors coming into the spaces both planned and unplanned. I will do my best to inform when I have information. The dock elevator and other entrances into the space will get heavy traffic which could congest and slow down access into and out of the space. The dock will be seeing heavy use, though may be limited to certain times of day.

Moving and Preparation

- Winter break will include lots of preparation of spaces like 6420 and a few research rooms on the 6^th floor for staff and faculty use during the construction and reconfiguration.

-There will be prep in the third floor work room for press inventory and shelving, anything else in the affected spaces as able that we can shift in preparation for the construction in the northeast and northwest ends of the room.

-Thus far it sounds as if there will be little or no assistance from campus on moving though I have extra student crew scheduled to help over break to work.

-Microform shelving will be coming down and the space cleared out in the hopes that it can still be enclosed prior to start of construction to serve as surge space and home to ILL. That is happening this week.

- Once the construction timeline is determined there will be many more details that can be nailed down on including what exact pathways and adaptations need to be made to the spaces to accommodate the traffic from and activities related to the construction of the 6 new offices in the third floor workroom

-Larry Landis will be leaving his office and moving up to the fourth floor over winter break into a cubicle to free up that space early – David and Robin are still not out of their spaces on fourth.

-A large number of boxes were delivered to the library from campus. Most are stored in the 5^th floor dock elevator lobby. I placed a large stack in the box area in the RAS workroom as well. Please take and use them as needed, if we start to get low and I can request more.

What can you do to prepare for moving?

- If you haven’t already done so assess your files and items for things that are essential if you plan to request working outside the space during construction

-As Faye’s email recently said, go through and clean out old files and items you no longer need.

- Discussions within each group about who will be located where and any final requests for changing the general layout of the third floor space need to be ready by no later than December 17th.

Cubicle Reconfiguration

- Meeting with WRO, a cubicle vendor was scheduled for last Wednesday. Unfortunately, they did not show up so I am communicating with them via email and working with the campus project manager to get traction.
- The current plans for shifting the cubicles leaves most of those along the window unchanged excepting those down on the east end of the room near ILL. The center of the 3rd floor work room will be fluxing quite a bit and those items should be packed or relocated as able.

Generally, until I hear otherwise I will function under the assumption that construction is beginning in mid-January and encourage you all to do the same. At this point we can’t afford to delay preparations. We all have a few weeks to prepare but until the cubicle vendor comes back with their analysis and recommendations I am not going to agree to the current timeline.

In closing, this move is going to be chaotic, messy, and for some, a stressful experience. But we will get through it together. I have to express that the understanding and cooperation I have received from all those involved has been appreciated and encouraging for me. My thanks for your patience thus far and for the herculean forbearance being asked of you.

Please let me know if there are questions. Or reach out to your group representative and they can bring larger concerns to the committee for discussion.