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HomeMy WebLinkAboutMarch 16, 2006 Work Session 368 The Frederick County Board of Supervisors attended a Joint Worksession of the Public Works and Public Safety Committees held on Thursday, March 16,2006, at 8:30 A.M., in the Board of Supervisors' Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. BOARD MEMBERS PRESENT Chairman Richard C. Shickle; Vice-Chairman Bill M. Ewing; Charles S. DeHaven, Jr.; Gary W. Dove; Gene E. Fisher; and Barbara E. Van Osten. BOARD MEMBERS ABSENT Philip A. Lemieux. OTHERS PRESENT Sheriff Robert T. Williamson; Fire & Rescue Director Gary DuBrueler; Communications Operations Supervisor Leanna Pyles; Public Works Committee members James Wilson and Whit Wagner; Public Safety Committee members Helen Lake and Carolyn Glaize; Nick Hill and Steve O'Donnell with Howard Shockey & Sons; and Paul Garrison with Hayes, Seay, Mattem, & Mattem. CALL TO ORDER Public Safety Committee Chair Barbara Van Osten called the work session to order. County Administrator John R. Riley, Jr. advised the purpose of this meeting was to briefthc two committees and the Board on the status of the 65% design of the public safety building. He listed several action items that staff would present for the Board's consideration at its March 22, 2006 meeting: Authorization to pay the 65% design invoice. Authorization to proceed to 95% design. Authorization to go to the bond market with a price not to exceed $16.5 million. Authorization for the County to enter into a lease revenue agreement with the Industrial Development Authority. The reasons for these actions include: Getting to the bond market in order to get a better financing rate. Proposed ground breaking will take place April 3, 2006. Proposed occupancy of the building to be prior to July I, 2007. Administrator Riley went on to say that this project was originally priced September 10, 2005; Miuute Book Number 31 Board of Supervisors Worksession with Public Safety aud Public Works Committees - 03/16/06 369 however, the cost has increased due to the following: The cost of construction materials has increased. Inflation Upgrades to the ancillary building of approximately 4,000 square feet. Fit out ofthe Emergency Operations Center and Emergency Communications Center, which was not included in the original estimate. He further advised that a separate budget has been established for fumiture and fixtures, which will be financed out of County Reserves. He then turned the presentation over to the design team. Steve O'Donnell, Chief Estimator for Howard Shockey & Sons, Inc., reviewed a list of clarification items. He advised: The contractor has included compaction and concrete testing. Utility availability fees, electric connection fees, and building pem1it fees have been excluded from the proposal. The dumpster enclosure will be located within the confines of the security fencing. Mechanical equipment roof screens has been excluded. The cost for mechanical systems has been reduced from $38 per square foot to $32 per square foot. The generator is proposed at 350 kW, which is down from the original 1,400 kW. Radio tower and antenna equipment is not included at present. There are three allowances for carpeting. Supervisor Dove asked for the original estimate for fumiture and fixtures. Mr. O'Donnell responded $500,000. Supervisor Van Osten asked how the mechanical system cost was reduced. Paul Garrison, Hayes, Seay, Mattem & Mattem, responded that instead of using chillers, the team has decided to use pipes and all ground based equipment has been eliminated. He stated that the County would pay some incrementally higher maintenance costs due to these changes. Supervisor Van Osten stated that she would like to see the equipment screened, if it was being placed on the roof. Nick Hill, Howard Shockey & Sons, Inc., responded that he did not think the equipment would be seen since the building is 40 feet tall. Supervisor Fisher asked that the roof units be specked with gray or sky blue, which would Minutc Book Number 31 Board of Supervisors Worksession with Public Safety and Public Works Committees - 03/16/06 370 allow them to blend in better. He went on to say that he did not think it was necessary to have the screening. He then asked for the square footage of the building. Mr. Hill responded 69,780 square feet. Administrator Riley informed the Board the staff was looking at the possibility ofleasing the equipment for the Emergency Communications Center, which might save $250,000. Helen Lake asked about an emergency back up generator. Mr. Garrison responded that there would be a 350 kW generator. The cost for the originally proposed 1,400kW generator was $425,000, but that has been reduced to $125,000 with this smaller model. Supervisor Van Osten asked about the proposed battery back up. Mr. Garrison responded the batteries would provide 20 minutes of power in order to allow equipment to be shut down in the event of a power failure. Chairman Shickle asked if the $16.5 million was just the cost of construction. Administrator Riley responded yes. Chairman Shickle asked if the Board could receive a one page summary of all costs. Administrator Riley advises that the main item not included in the $16.5 million price was furniture and fixtures. Chairman Shickle stated there was also the antenna and incinerator costs. He went on to say that he believed furniture and fixtures could come in under the $1.3 million estimate. Mr. Hill responded that the contractor has received permission to purchase furniture off of the state contract and the $1.3 million is based on those prices. Supervisor Ewing stated that he was glad to see the skylight eliminated. Administrator Riley advised, if the Board was comfortable with the project, staff intended to go to the bond market with an amount not to exceed $23 million. This figure included: $16.5 million for the public safety building. $3.5 million for the new animal shelter. Capitalized interest, because the principal will not be budgeted until December 2007. Costs for underwriter and bond counsel. He went on to say that $3.5 million would be put back into reserves from the bond proceeds for the Minute Book Number 31 Board of Supervisors Worksession with Public Safety and Public Works Committees - 03/16/06 371 construction of the animal shelter, as well as $500,000 for the design of the public safety building. He concluded by saying that the county would receive a rate of 4.59% on debt service. Chairman Shickle and Vice Chairman Ewing stated that they would like to know how much in county funds would be spent along with the bond proceeds, in order to see a total cost for the project. Administrator Riley responded that staff would put those figures together. He reminded the Board that this project would come back at 95% for Board review. He went on to assure the Board that staff has the ability to work within the $16.5 million budget and hoped to have an all inclusive budget for the Board on Wednesday night. He advised that the contractor has met with the subcontractors and have locked in prices. Chairman Shickle asked about the contingency. Mr. O'Donnell responded $1.2 million. Mr. Hill advised that it was 70-30 contingency. Administrator Riley informed the Board that he would be using part of the developer's original deposit to contract with an outside engineering firm to do value engineering at 90%. He intended the value engineering to be all inclusive. Vice Chairman Ewing asked ifthere would be any cost savings by taking the windows out of the communications center. Administrator Riley stated that the natural light was an added incentive for the communications center staff and one ofthe concerns previously expressed was the center's current location in the basement. Supervisor DeHaven stated he would like to see the support mechanisms installed on the roof for the antenna and tower placements. Administrator Riley advised that the team has worked to address these issues. Mr. Hill stated that he would work to try to get them installed. Whit Wagner advised that he has been working with the team and he felt comfortable with the contingency amount. He went on to say that the County should work with Allegheny Power to make them aware that the extended power line would serve not just one building, but an entire development. Minute Book Number 31 Board of Supervisors Worksession with Public Safety and Public Works Committees - 03/16/06 372 Supervisor Van Osten asked for the Committees' consensus regarding authorization to proceed to 95%. The committees' consensus was to proceed to 95% design. There being no further business, the worksession adjourned at 9:30 A.M. ~C_~Q.I(.) Richard C. Shickle Chairman, Board of Supervisors w/) < ~L John R. Riley, Jr. r Clerk, Board of Supervisors Minutes Prepared By: ~ {.'-'fl.}) Jay E. Ti s Deputy Clerk, Board of Supervisors Minute Book Number 31 Board of Supen'isors Worksession with Public Safety and Public Works Committees - 03/16/06