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HomeMy WebLinkAboutORD-2003-179 Roof and HVAC Replacements for Fiscal Year 2003-04ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 1, 2003 Action Agenda Item No. SUBJECT: Roof and HVAC Replacements for Fiscal Year 2003 -04 DEPARTMENT: Budget/Public Works PUBLIC HEARING: (YIN) No ATTACHMENT (S): Attachment 1. Roof Replacement Capital Project Ordinance Attachment 2. HVAC Replacement Capital Project Ordinance INFORMATION CONTACT: Wilbert McAdoo, 245 -2727 Donna Dean, 245 -2151 TELEPHONE NUMBERS: Hillsborough Chapel Hill Durham Mebane 732 -8181 968 -4501 688 -7331 336- 227 -2031 PURPOSE: To consider approving capital project ordinances for roof and HVAC (heating, ventilation and air conditioning) replacements at County facilities for fiscal year 2003 -04. BACKGROUND: The County's recommended 2003 -13 Capital Investment Plan (CIP) included pay -as- you -go funding for roof replacements ($200,000) and HVAC replacements ($150;000) at County -owned facilities. Roof Replacement Projects Orange County contracted with CTL Engineers for completion of a Roof Asset Management Program (RAMP) in 1997, with assessments and data collection completed in 1998. The Board of Commissioners received the report in spring 1999. Staff has used the RAMP recommendations for roof replacements as a guideline each year in prioritizing roof replacement projects to be included in the County's annual Capital Investment Plan update. In accordance with the CTL contract, each year the firm re- assesses the County's roofs and provides staff with an update of those that require repairs or replacements. With capital investment funds approved by the Board- of County Commissioners in recent years, the following projects have been completed: Recently Completed Roof Replacement Projects Building Sector Year Completed Animal Control Building All except metal (mansard) 2002/03 Dickson House All 2002/03 Purchasing & Central Services Building All excluding front shingles replaced at time of building renovation 2002/03 Skills Development Center Sector 3 replaced 2002/03 Government Services Annex Low slope areas only 1999/00 Jail All sectors on Old Jail (pre -1997) 1999/00 Law Office located at corner of Margaret Lane and Court Street All 1999/00 Northside Building #1 Low slope area only 1999/00 Richard E. Whitted Human Services Center All (excluding Central Recreation building) 1999/00 Offices located at 501 W. Franklin St. All except barrel roof 1999100 Skills Development Center Several low slope sectors 1999/00 County staff has reviewed the remaining RAMP recommendations for other County buildings and identified the following as high priorities for replacement during the current 2003 -04 fiscal year. Recommended Roof Replacement Projects for Fiscal Year 2003 -04 BUILDING SECTOR(S) EST NEED /DEFICIENCIES COST Court St. All $57,000 The Roof Asset Management Plan (RAMP) prepared Annex for the County in 2000 recommended replacement of all roof sectors in 2002. Courthouse Shingle $15,000 The RAMP recommended replacement of the shingle (New) _ portion of the New Courthouse (sloped roof on front section of building) in 2002. Efland All $17,500 The RAMP recommended replacement of this roof (all Comm. Ctr. shingle) in 2003. Northside $110,500 The RAMP recommended replacement during 2004. Buildings 1, 2 and 3 TOTAL $200,000 HVAC Replacement Projects Fiscal year 2003 -04 marks the first year that the CIP has included funding_ for HVAC replacements. Many of the existing HVAC systems are aged and in need of repairs and replacement. County staff has reviewed the age, condition and potential impact of failure of heating, ventilation and air conditioning equipment serving County buildings and have identified the following as important priorities for replacement during the 2003 -04 fiscal year. While there remain other outstanding projects that are in need of replacement, the chart below outlines the ones that staff deems as the most critical at this time. As part of the scope of work for the HVAC system design, the design engineer will be required to investigate and report on environmentally sound and energy efficient options Recommended HVAC Replacement Projects for Fiscal Year 2003 -04 BUILDING COMPONENT EST NEED /DEFICIENCIES COST Courthouse Air handier $70,000 The air handler that serves the large first floor (New) courtroom (Superior Court) is original to the building (1954) and is well past its expected useful life. Replacement is recommended before the need for a more costly emergency replacement in the event of equipment failure. The existing equipment is located in the attic, and was "built in" when the New Courthouse was originally built. Removal of existing equipment will require dismantling the unit for removal through attic windows. Estimated replacement cost includes installation of modular equipment, roof top units, or "twinning" two small units to achieve the same capacity. Jail Chiller $80,000 The chiller that serves the old Jail (pre -1997) is approximately 21 years old, and as such is past the expected useful life of 15 to 20 years. Due to the age of the unit, replacement parts for repair are becoming increasingly difficult to obtain. This equipment serves a critical building that is occupied 24 hours per day, 7 days per week. Replacement is recommended before the need for a more costly emergency replacement in the event of equipment failure. TOTAL $150,000 4 FINANCIAL IMPACT: The County's CIP includes monies to complete the projects outlined above for fiscal year 2003 -04. Future County CIPs would include monies to continue the replacement schedules for roofs and HVAC systems. RECOMMENDATION(S): The Manager recommends that the Board of County Commissioners approve the Roof Replacement and HVAC Replacement Capital Project Ordinances that allocate funding to complete the projects outlined in this abstract for fiscal year 2003 -04. County Facilities Roofing Projects Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1.The project authorized provides funds to conduct a study on the maintenance and replacement schedule including cost estimates on the roofs of all County Buildings. The money appropriated will address high priority projects like Whitted Human Services, Animal Control Building, the Jail and New Courthouse. This project will be financed by proceeds from the County's portion of the one -half cent sales taxes and an appropriation from the County Capital Fund Balance. Section 2.The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3.The following revenue is anticipated to complete this project: Section 4.The following amount is appropriated for this project: Through FY 2002 -03 FY 2003 -04 Through FY 2003 -04 Sales Tax $583,000 $200,000 $783,000 Bond Funds $0 $0 $0 Private Placement $0 $0 $0 Dedicated Property Tax $0 $0 $0 Transfer from Other Capital Projects $100,000 $0 $100,000 County Capital Fund Appropriate Fund Balance $100,100 0 $100,100 Total Funding $783,100 $200,000 $983,100 Section 4.The following amount is appropriated for this project: Section 5.This ordinance supersedes all previous County Facilities Roofing Projects Capital Project Ordinances. Section 6.This ordinance shall remain in effect from July 1, 1998 until June 30, 2004. Adopted this first day of December 2003. Through FY 2002 -03 FY 2003 -04 Through FY 2003 -04 Land/Building $0 0 $0 Design $68,000 $0 $68,000 Construction $0 $0 $0 Roofing Construction $715,100 $200,000 $915,100 Total Costs $783, 100 $200,000 $983,100 Section 5.This ordinance supersedes all previous County Facilities Roofing Projects Capital Project Ordinances. Section 6.This ordinance shall remain in effect from July 1, 1998 until June 30, 2004. Adopted this first day of December 2003. HVAC Project Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1.The project authorized provides funds for the replacement of heating, venting and air conditioning (HVAC) systems at County facilities. Proceeds from the County's dedicated portion of property taxes finance this project. Section 2.The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3.The following revenue is anticipated to complete this project: Section 4.The following amount is appropriated for this project: Through FY 2002 -03 FY 2003 -04 Through FY 2003 -04 Sales Tax $0 $150,000 $150,000 Bond Funds $0 $0 $0 Private Placement $0 $0 $0 Grant Funds $0 $0 $0 Dedicated Property Tax $0 $0 $0 Total Funding $0 $150,000 $150,000 Section 4.The following amount is appropriated for this project: Section 5. This ordinance supersedes all previous HVAC Project Ordinances for Orange County. Section 6. This ordinance shall remain in effect until June 30, 2004. Adopted this first day of December 2003. Through FY 2002 -03 FY 2003 -04 Through FY 2003 -04 Land/Building $0 $0 $0 Design $0 $0 $0 Construction $0 $0 $0 HVAC Replacements $0 $150,000 $150,000 Total Bud et $0 $150,000 $150,000 Section 5. This ordinance supersedes all previous HVAC Project Ordinances for Orange County. Section 6. This ordinance shall remain in effect until June 30, 2004. Adopted this first day of December 2003. C. Property Tax Refunds The Board considered adoption of a refund resolution related to eight (8) requests for property tax refunds in accordance with N.C. General Statute 105 -381. Commissioner Carey asked Tax Assessor John Smith how. the mistake occurred with CCB. He asked who owned the property. John Smith said that Orange County owns the property. He said that Orange County got a loan to purchase the property outright and CCB put it in their system as if it were a lease. CCB listed it in their listing, and Orange County taxed it., Commissioner Carey verified that this only happened one year. County Attorney Geof Gledhill said that CCB has a security interest in the property over the term of the financing. They have a standard document that is used for these purchases. This is probably what caused the confusion. A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to adopt the refund resolution, which is incorporated by reference, related to eight (8) requests for property tax refunds in accordance with N.C. General Statute 105 -381. VOTE: UNANIMOUS h. Roof and :HVAC Replacements for Fiscal Year 2003 -04, The Board considered approving capital project ordinances for roof and HVAC (heating, ventilation, and air conditioning) replacements at County facilities for fiscal year 2003 -04. Commissioner Gordon said that when they go out for HVAC bids to be sure to put in the bid specifications that the unit should have a quiet performance. She asked that it be specified. A motion was made by Commissioner Halkiotis, seconded; by Commissioner Gordon to approve the capital project ordinances for roof and HVAC (heating, ventilation, and air conditioning) replacements at County facilities for fiscal year 2003 -04. VOTE: UNANIMOUS 9.- ITEMS FOR - DECISION - - REGULAR AGENDA a'.. excluding Information Systems and Solid Waste, for fiscal year 2003 -04 and authorizing the Finance Director to finance the purchase of four ambulances' through an outstanding private placement loan proposal from CCB, previously approved' by the Board for purchase of Landfill equipment and authorizing the Finance Director and County Attorney to execute the documents necessary to complete the funding. John Link said that they are asking for approval of replacement for vehicles for this fiscal year. Last year they did not pursue replacement of vehicles because of the State budget. They are proposing tonight those vehicles that are important for service; delivery. There are 12 replacement vehicles for the Sheriff's Department, replacement vehicles for Environment and Resource Conservation, Animal Control, Public Works, and equipment for Recreation and Parks. He said that at one of the June meetings, the amount of funding was reduced from to $723,000 to $498,000. They are proposing more than that amount because they can finance additional equipment through a negotiated private placement with CCB. This is at a 4% interest rate. They are proposing to replace four ambulances, which have a lot of years and miles. The additional amount would cost the County $73,000 in both principal and interest; payments for 59 months. He asked the Board to expend the additional funding for ambulances. A motion was made by Commissioner Carey to approve the Manager's recommendation to approve the equipment and vehicle purchases (outlined in Attachment` 1) excluding Information Systems and Solid Waste; approve the Equipment and Vehicle Capital Project Ordinance in Attachment 2; and authorize the Finance Director and County Attorney to execute the documents necessary to complete the funding for four ambulances through CCB. Commissioner Halkiotis said that for Parks and Recreation and the ERCD, the Sheriff can secure federal surplus trucks and four wheel drive vehicles. He asked that the staff work with the Sheriff` on these vehicles.