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Home My WebLink AboutAgenda - 10-15-2013 - 5j1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 15, 2013 Action Agenda Item No. 5 -j SUBJECT: Preliminary Information and Approval to Finance Various Capital Investment Plan Projects and County Equipment DEPARTMENT: Finance and Administrative PUBLIC HEARING: (Y /N) Services ATTACHMENT(S): 1. Resolution Supporting an Application to the Local Government Commission for its Approval of a Financing Agreement for the County 2. Capital Investment Plan — Project Pages 3. Vehicle Replacement Fund Purchases Abstract INFORMATION CONTACTS: Clarence Grier, 919 - 245 -2453 Robert Jessup, 919 - 933 -9891 PURPOSE: To receive preliminary information and approve a resolution moving forward with financing for capital investment projects and equipment for the year. BACKGROUND: As part of the FY2013 -18 Capital Investment Plan, several projects were approved for equipment financing. The proposed projects to be financed are as follows: Project Jurisdiction Amount Culbreth Middle School Science Wing Schools - CHCCS $ 4,971,676 HVAC Projects County $ 130,000 Roofing Projects County $ 115,000 Information Technology ( including Firehouse Software and Central Permitting Software) County $ 1,436,000 Whitted Building Renovations County $ 1,700,000 Viper Radio System County $ 500,000 Communication System Improvements County $ 709,062 Vehicle Replacements County $ 899,416 Total $ 10,461,154 The County will be receiving bids from financial institutions to secure the financing. Staff anticipates financing $10.5 million with terms between 15 to 20 years and anticipated interest rates ranging between 2.65 to 2.75 percent, which will result in an average annual debt service cost of $650,596 to $822,592 depending on the structure of the installment financing (interest rate and term). 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 15, 2013 Action Agenda Item No. 5 -j SUBJECT: Preliminary Information and Approval to Finance Various Capital Investment Plan Projects and County Equipment DEPARTMENT: Finance and Administrative PUBLIC HEARING: (Y /N) Services ATTACHMENT(S): 1. Resolution Supporting an Application to the Local Government Commission for its Approval of a Financing Agreement for the County 2. Capital Investment Plan — Project Pages 3. Vehicle Replacement Fund Purchases Abstract INFORMATION CONTACTS: Clarence Grier, 919 - 245 -2453 Robert Jessup, 919 - 933 -9891 PURPOSE: To receive preliminary information and approve a resolution moving forward with financing for capital investment projects and equipment for the year. BACKGROUND: As part of the FY2013 -18 Capital Investment Plan, several projects were approved for equipment financing. The proposed projects to be financed are as follows: Project Jurisdiction Amount Culbreth Middle School Science Wing Schools - CHCCS $ 4,971,676 HVAC Projects County $ 130,000 Roofing Projects County $ 115,000 Information Technology ( including Firehouse Software and Central Permitting Software) County $ 1,436,000 Whitted Building Renovations County $ 1,700,000 Viper Radio System County $ 500,000 Communication System Improvements County $ 709,062 Vehicle Replacements County $ 899,416 Total $ 10,461,154 The County will be receiving bids from financial institutions to secure the financing. Staff anticipates financing $10.5 million with terms between 15 to 20 years and anticipated interest rates ranging between 2.65 to 2.75 percent, which will result in an average annual debt service cost of $650,596 to $822,592 depending on the structure of the installment financing (interest rate and term). 2 FINANCIAL IMPACT: There is no financial impact related to this action. However, there will be a financial impact in proceeding with the financing. A preliminary estimate of maximum debt service applicable to the School and County projects financing would require annual debt service payments in the range of $650,596 to $822,592. The tax rate equivalent for the highest debt service payment is approximately .4392 cents. RECOMMENDATION(S): The Interim Manager recommends the Board receive the preliminary information and approve the resolution moving forward with the financing of the stated capital projects and equipment financing. 3 RES- 2013 -077 Attachment 1 Resolution Supporting an Application to the Local Government Commission for its Approval of a Financing Agreement for the County WHEREAS -- The Board of Commissioners has previously determined to carry out the acquisition and construction of various public improvements, as identified in the County's capital improvement plan. The Board desires to finance the costs of these projects by the use of an installment financing, as authorized under Section 160A -20 of the North Carolina General Statutes. Under the guidelines of the North Carolina Local Government Commission, the Board must make certain findings of fact to support the County's application for the LGC's approval of the County's proposed financing arrangements. THEREFORE, BE IT RESOLVED by the Board of Commissioners of Orange County, North Carolina, that the County makes a preliminary determination to finance approximately $10,500,000 to pay capital costs of various public improvements. The proposed list of projects and improvements to be financed appears on Exhibit A. The Board will determine the final amount to be financed by a later resolution. The final amount financed may be slightly lower or slightly higher than $10,500,000. Some of the financing proceeds may provide reimbursement to the County for prior expenditures on project costs, and some proceeds may be used to pay financing costs. BE IT FURTHER RESOLVED that the Board of Commissioners makes the following findings of fact: (a) The proposed projects are necessary and appropriate for the County under all the circumstances. (b) The proposed installment financing is preferable to a bond issue for the same purposes. The County has no meaningful ability to issue non -voted general obligation bonds for this project. These projects will not produce sufficient revenues to support a self - liquidating financing. The County has in the past issued substantial amounts of voter - approved bonds, and it is appropriate for the County to balance its capital finance program between bonds and installment financing. The County expects that in the current interest rate environment for municipal securities there would be no material difference in interest rates between general obligation bonds and installment financings for these projects. (c) The estimated sums to fall due under the proposed financing contract are adequate and not excessive for the proposed purpose. The County will closely review proposed financing rates against market rates with guidance from the LGC and its financial adviser. All amounts financed will reflect either approved contracts, previous actual expenditures or professional estimates. (d) As confirmed by the County's Finance Officer, (i) the County's debt management procedures and policies are sound and in compliance with law, and (ii) the County is not in default under any of its debt service obligations. (e) The County estimates that the maximum tax rate impact of paying debt service on the financing will be the equivalent of up to approximately 0.04 cents per $100 of valuation. Given this low amount and based on the estimated interest rates to be payable and the proposed financing term, the County expects to be able to repay the financing within current resources, and no actual tax rate increase related to this financing will be necessary. (f) The County Attorney is of the opinion that the proposed project is authorized by law and is a purpose for which public funds of the County may be expended pursuant to the Constitution and laws of North Carolina. BE IT FURTHER RESOLVED as follows: (a) The County intends that the adoption of this resolution will be a declaration of the County's official intent to reimburse project expenditures from financing proceeds. The County intends that funds that have been advanced for project costs, or which may be so advanced, from the County's general fund, or any other County fund, may be reimbursed from the financing proceeds. (b) This resolution takes effect immediately. Exhibit A — proposed projects Project Estimated Amount Description Southern HSC (Future Planning) $300,000 Expansion Master Plan and Preliminary Design Work and Planning HVAC Projects $1,553,201 Community Geothermal Projects Roofing Projects $165,000 Jail, Justice Facility, Asset Management Services, North Administrative Building Information Technology $702,500 Library Management System Software (ILS), Equipment, BOCC initiatives Whitted Building $295,000 Preliminary Design Work VIPER Radio System $543,750 Additional Channels for Existing Towers to increase the Viper System capacity Communications System Improvements $164,000 Purchase of additional Viper Radios Twin Creeks Park - Phase II $600,000 Construction of a main entry road Buckhorn EDD Phase 2 $4,256,046 To place Water and Sewer infrastructure in the Buckhorn - Mebane Economic Development District Southern Human Services Center $280,000 Health Clinic and DSS Renovations Information Technology $500,000 Desktop, Laptop and Server Replacements Vehicle Replacements $640,503 Vehicle Purchases Attachment 2 APPROVED - Schools Capital Projects Summary Fiscal Years 2013 -18 Current Year 1 Year 2 Year 3 Year 4 Year 5 Five Year 6 Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Year to Proiects by School Svstem 2012 -13 2013 -14 2014 -15 2015 -16 2016 -17 2017 -18 Total Year 10 Chapel Hill Carrboro City Schools Long Range Capital Pay -As- You -Go Funds X11 Lottery Proceeds "2I Culbreth MS Science Wing Addition Middle School #5 Carrboro HS Additions Elementary # 12 QSCBs Elementary # 11 Total Orange County Schools Long Range Capital Pay -As- You -Go Funds ?� Lottery Proceeds r2) OSCBs Elementary #8 Cedar Ridge HS Auxilliary Gym Cedar Ridge HS Classroom Wing Total Total all Schools Revenues/Funding Source 2,290,782 2,290,782 2,325,144 2,360,021 2,395,421 2,431,353 11,802,720 12,714,884 815,000 839,960 839,960 839,960 839,960 839,960 4,199,800 4,199,800 600,000 3,854,042 517,634 4,971,676 1,168,474 6,686,266 7,854,740 31,995,940 19,743,948 35,476,053 21,500,000 24,605,782 3,730,742 7,019,146 3,717,615 4,403,855 9,957,579 28,828,936 104,130,625 1,434,067 1,434,067 1,455,578 1,477,412 1,499,573 1,522,066 7,388,696 7,959,722 506,350 513,851 513,851 513,851 513,851 513,851 2,569,255 2,569,255 21,478,200 3,328,750 - 3,328,750 12,282,960 12,282,960 1,940,417 5,276,668 1,969,429 14,274,223 2,013,424 2,035,917 25,569,661 32,007,177 26.546.199 9.007.410 8.988.575 17.991.838 6,417,279 11,993,496 54,398,597 136,137,802 General Fund (Pay-As-You-Go) 3,724,849 3,724,849 3,780,722 3,837,433 3,894,994 3,953,419 19,191,416 20,674,606 Lottery Proceeds 1,321,350 1,353,811 1,353,811 1,353,811 1,353,811 1,353,811 6,769,055 6,769,055 Debt Financing 21,500,000 3,928,750 3,854,042 12,800,594 1,168,474 6,686,266 28,438,126 108,694,141 QSCBs 9.007.410 8.988.575 17.991.838 6.417,279 11,993,496 54,398,597 136,137,802 26.546.199 Note 1: The Article 46 one quarter cent sales tact proceeds for schools is included in the Special Revenue Projects section of the CIP. Note 2: School Construction is guided by the Schools Adequate Public Facilities Ordinance (SAPFO) projections of capacity and need. III Pay- As- You-Go funds reflect same funding in FY 2013 -14 as in FY 2012 -13, and assumes a 1.5% annual growth throughout the 5 year CIP period. NOTE: additional PAYG funding was approved in FY 2012 -13 to reflect savings in debt service in FY 2012 -13. I2I Lottery Proceeds are assumed at the same amount throughout the 5 year CIP period, based on the most recent lottery estimates from the State. The funds will be distributed on the basis of each school system's Average Daily Membership (ADM). 10 It Project Name Functional Service Area County Capital Projects Fiscal Years 2013 -18 HVAC Projects Goveming and Management 7 Project Status Approved Starting Date 7/4/2000 Completion Date Ongoing Current Year 1 Year 2 Year 3 Year 4 Year 5 Five Year 6 Prior Years Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Year to Project Budaet Fundina 2012 -13 1 2013 -14 2014 -15 2015 -16 2016 -17 2017 -18 Total I Year 10 Construction /RepairsrRenovations 617,223 - 168,883 Community Geothermal (DA Bld, Jail (wells only), Historic Courthouse, CSA) 1,709,200 - 1,623,820 Jail (distribution equipment/system only) - 752,400 Efland CC HVAC Replacement 20,000 - 20,000 Battle Courtroom geo-thermal HVAC 50,000 - SHSC - proposed for geo-thermal replacement Transfer from General Fund 858,360 Hillsborough Commons -equipment replacement 45,000 30,000 75,000 52,500 503 W Franklin (SDC) - equipment replacement 30,000 22,500 52,500 WCOB - backup for cooling system for IT room,dw notification system 35,000 35,000 170,131 170,131 849,408 Total Project Budget Geothermal 617,223 1,759,200 130,000 52,500 - 182, 1 610,760 General Fund Related Operating Costs Personnel Services Operations New Debt Service Total Operating Costs - 168,883 170,131 170,131 170,131 170,131 849,408 1,623,820 168,883 170,131 170,131 170,131 170,131 849,408 1,623,820 Revenues/Funding Source Transfer from General Fund 617,223 - 52,500 - 52,500 General Fund - Debt Service 168,883 170,131 170,131 170,131 170,131 849,408 1,623,820 Available Funds Within the Project Grant Funding ECCBG Debt Financing 1,759,200 130,000 130,000 1,610,760 Total 617,223 1,759,2001 298,883 222,631 170,131 170,131 170,131 1,031,9081 3.234,5t;u Project Description/Justification In the absence of compelling reasons to the contrary, geothermal is projected for all HVAC replacement projects recommended in this Plan. While initial costs come at a slight premium over conventional systems, the on -going operational cost savings (30 -35% annually) and the speed at which the premium capital cost is recovered, outweigh the initially more expensive installation. For example, the Justice Facility, whose system has been in use since 2008, is on track to recoup the premium cost by 2016 and is experiencing a 30% savings in annual heating and cooling costs. The Link Government Services Center geothermal project was completed in 2012 and is realizing energy reductions similar to the Justice Center. The Link Center project was partially funded by ARRA grant funds. The system was sized in a manner that will accommodate any future development of the north end of the first floor_ The remaining components of the Community Geothermal Project, approved for funding in 2012113, and currently in the design phase, will serve the remaining facilities on the "East Campus ", including the Jail, District Attorney's office, Historic Courthouse, and the Court Street Annex. Staff will continue to investigate opportunities for grant funding for geo- thermal projects. If grant funds become available, project timelines may move up. UPDATE: The timing of work for remaining east campus buildings has been revised as follows: 1) the well field required to serve the Historic Courthouse, Jail, Court Street Annex and DA Building will be constructed in its entirety; 2) interior work will be completed for all facilities excluding the Jail, for which interior work will be completed following occupancy of the proposed new Jail (2016/17). This will allow interior work at the Jail to be completed at lower occupancy levels; All pricing has been updated to reflect actual costs from Link Center construction. 11/14/2012 update: Geo- thermal to serve the Southern Human Services Center may be included as part of the Southern Campus development project. 23 Project Name Functional Service Area County Capital Projects Fiscal Years 2013 -18 Roofing Projects Governing and Management Project Status Approved Starting Date 7/1/2000 ComoIetion Date onaoina Current I Year 4 Year 2 Year 3 Year 4 Year 5 Five Year 5 Prior Years Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Year to Project Budget Funding 2012 -13 2013 -14 2014 -15 2045 -16 2016 -17 2017 -18 Total I Year 10 Construction /Repairs/Renovations 1,433,100 Court Street Annex 75,000 Jail (1997 Addition) 3 sectors 16,000 Justice Facility (New Courthouse) - Two flat roofs 35,000 503 W, Franklin (Skills Development Center - 9 sectors) 12,800 SHSC (three sectors, incl. mechanical building) 12,600 AMS North Administrative Bldg 14,000 AMS North Operations Warehouse 4,400 sf) AMS North Operations Small storage (1,600 so 2,500 AMS North Motorpool Facility EAC (no major expenditures to be made due to future use of facility. 20,625 EMS Station -Revere Road 20,625 EMS Communication tower (Eno Mtn) Blackwood Farm House Cate Farm House (Twin Creeks) 52,500 ENand Community Center (main building) 12,000 Link Center (metal roof) DA Building (sector 2) 125,000 Central Recreation 30,000 Northern Human Services (roof work to be included in NHSC project account) New Courthouse (courtroom EPDM, 4, 800 sf, 4 other sectors) Battle Courtroom (2 sectors) 100,000 Total Project Budget 1,508,100 _ 465,_000 General Fund Related Operating Costs Personnel Services Operations New Debt Service Total Operating Costs Revenues/Funding Source Transfer from General Fund General Fund - Debt Service Debt Financing Total 85,000 30,000 142,000 18,000 160,000 15,840 15,840 15,840..__..._. 50,215 50,215 147,949_1 254,075 15,840 16,840 15,840 50,215 50,215 147,9491 251,075 1,508,100 I - 179,010 32,500 64,500 67,800 363,810 111 15,840 15,840 15,840 50,215 50,215 147,949 251,075 165,000 115,000 358,069 325,000 798,059 Project Description/Justification Roofing replacement priorities are determined by a Roof Replacement Schedule prepared in 1998 and updated in 2003 and 2006. The Schedule was updated in 2011 -12 to reflect additions and divestitures since 2005. Individual projects and their anticipated funding period are itemized above. If a deoonstruction/demolition combination process is not completed and the County keeps the Northern Human Services facility in service a new roof will be needed by 2013. 0112012 UPDATE: Based on discussions to date, it has been assumed that at least a portion of the NHSC will be removed and will not require reroofing. As such, $100,000 has been reallocated for reroofing of the Battle Courtroom. 11/1412012 UPDATE: The portion of the NHSC building to be retained will require a now roof; this cost is included in the NHSC project cost, not in the Roofing Project 24 E:? 69,800 154,800 325,000 325,000 35,200 35,200 12,800 12,600 91,069 91,069 2,500 2,500 16,225 16,225 20,625 20,625 30,000 52,500 52,500 12,000 12,000 125,000 125,000 94,160 30,000 124,160 15,840 15,840 15,840..__..._. 50,215 50,215 147,949_1 254,075 15,840 16,840 15,840 50,215 50,215 147,9491 251,075 1,508,100 I - 179,010 32,500 64,500 67,800 363,810 111 15,840 15,840 15,840 50,215 50,215 147,949 251,075 165,000 115,000 358,069 325,000 798,059 Project Description/Justification Roofing replacement priorities are determined by a Roof Replacement Schedule prepared in 1998 and updated in 2003 and 2006. The Schedule was updated in 2011 -12 to reflect additions and divestitures since 2005. Individual projects and their anticipated funding period are itemized above. If a deoonstruction/demolition combination process is not completed and the County keeps the Northern Human Services facility in service a new roof will be needed by 2013. 0112012 UPDATE: Based on discussions to date, it has been assumed that at least a portion of the NHSC will be removed and will not require reroofing. As such, $100,000 has been reallocated for reroofing of the Battle Courtroom. 11/1412012 UPDATE: The portion of the NHSC building to be retained will require a now roof; this cost is included in the NHSC project cost, not in the Roofing Project 24 E:? County Capital Projects Fiscal Years 2013 -18 � Project Name Information Technology Project Status Approved Functional Service Area General Services Starting Date 71914990 Department information Technolo ies Completion Date Ongoing Current Year 1 Year 2 Year 3 Year 4 Year 5 Five Year 6 Prior Years Fiscal Year I Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Year to Proiect Budaet Fundina 2012 -13 2013 -14 2014 -15 2015 -16 2016 -17 2017 -18 Total Year 10 Professional Services Transfer from General Fund 3,371,613 155,980 50,000 General Fund - Debt Service 260,892 Equipment /Fumishings - Infrastructure 3,371,613 650,000 750,000 450,000 450,000 450,000 450,000 2,550,000 2,250,000 Library Management Systems Software 250,000 - BOCC Initiatives 50,000 50,000 50,000 50,000 50,000 50,000 250,000 250,000 Total Project Budget 3,371 613 950 000 800,000 500,000 500,000 500,000 500,000 2,800,000 2,500 000 General Fund Related Operating Costs Personnel Services Operations New Debt Service 108,480 260,892 423,612 423,612 423,612 423,612 1,955,340 423,612 Total Operating Costs 108,480 260,892 423,612 423,612 423,612 423 612 1,955 340 423,612 Revenues/Funding Source Transfer from General Fund 3,371,613 155,980 50,000 General Fund - Debt Service 260,892 Available Project Balance 200,000 Debt Financing 702,500 750,000 1,060,892 Total 3,371,613 1,058,480 Proiect Description /Justification 500,000 500,000 500,000 500,000 2,050,0001 2,500,000 423,612 423,612 423,612 423,612 1,955,340 423,612 The Information Technology project incorporates a number of technology improvement efforts the County plans to accomplish in the next five years. The improvements include, but are not limited to: server replacements and upgrades, desktop and laptop replacements, PC software upgrades, US software and hardware upgrades. $50,000 has been included each year for Board of Commissioners technology initiatives, FY 2012 -13 included an additional $200,000 to bring all County computers into Win 7/Office2010 compliance (paid with available funds within the project), and $250,000 for Library Management Systems software. FY 2013 -14 initiatives include $650,000 for backup data system replacement, SAN expansion, network replacements (replace aging switches, routers, and hubs), server replacements, desktop /laptop replacements, and $100,000 in Audio Visual upgrades to the Battle Courtroom. County Capital Projects Fiscal Years 2013 -18 10 Project Name Whitted Building Project Status Approved Functional Service Area Governing and Management Starting Date 71912092 Department Asset Management Services Completion Date 613012016 Current Year 1 Year 2 Year 3 Year 4 Year 5 Five Year 6 Prior Years Fiscal Year I Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Year to Proiect Budget Fundina 2012 -13 2013 -14 2014 -15 2015 -16 2016 -17 2017 -18 Total Year 10 Land /Building Professional Services - Design work 100,000 100,000 Construction /Repairs/Renovations 1,400,000 1,400,000 Generator upgradelreplacement 200,000 - Replacement of exterior doors/storefronts 70,000 - Additional controlled access doors 25,000 - Total Project Budget: 295,000 J 1,500,000 - - - 1,60p,00 General Fund Related Operating Costs Personnel Services Operations New Debt Service 28,320 162,720 162,720 162,720 162,720 679,200 81 Total Operating Costs 28,320 162,720 162,720 162,720 162,720 679,200 81 RevenueslFunding Source Transfer from General Fund - 100,000 100,000 General Fund - Debt Service 28,320 162,720 162,720 162,720 162,720 679,200 813,600 Debt Financing 295,000 1,400,000 1,400,000 Total 295,000 1,528,320 162,720 162,720 162,720 162,720 2,179,200 813,600 Project Description/Justification Funding for FY 2012 -13 included: 1) 600 kW emergency power generator wl 1000A ATS would be supplied and installed to meet the electdca[ needs of this facility during power outages. A smaller emergency generator at the site currently powers only refrigeration equipment for drug storage and very limited other critical areas. Opportunities for grant funding will also be explored in conjunction with Emergency Services staff. Since the Health Department will occupy the facility for the foreseeable future, emergency power sufficient to keep the clinics in operation during times of disaster is recommended. 2) Exterior doorlstorefront replacement is required to meet security, safety and accessibility needs for seven individual entrances at the Whiffed Complex. 3) Card controlled access door installations would provide additional safety and security for this complex. 4) Funding approved for FY 2013 -14 provides for renovation of the former Library space for a shared use facility that would accomodate a permanent meeting location for the Board of County Commisioners and potentially other uses, should this option be selected by the Board. Funding also includes an allowance for associated parking improvements /modifications that may be required. This is one of several facilities that was discussed with the Board at their work session on February 12, 2013. 30 County Capital Projects Fiscal Years 2013 -18 Project Name Viper Radio System Project Status Approved Functional Service Area Public Safety Starting Date 71112012 Department Emergenw Services Completion Date 613012020 Current Year 1 Year 2 Year 3 Year 4 Year 5 Five Year 6 Prior Years Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Year to Project Budget Funding 2012 -13 2013 -14 2014 -15 2015 -16 2016 -17 2017 -18 Total Year 10 Appropriation Additional Channels on Existing Towers 543,750 Towers 500,000 500,000 500,000 500,000 2,000,000 1,000,000 Total Project Budget - 543,750 500,000 500,000 - 500,000 500,000 2,00010001 1,000,000 General Fund Related Operating Costs Personnel Services Operations New Debt Service 118,701 227,853 337,005 337,005 446,157 1,466,721 1,309,824 Total Operating Costs 1 118,701 227,853 337,005 337,005 446,157 1,466,721 1,309,824 Revenues/Funding Source General Fund - Debt Service 118,701 227,853 337,005 337,005 446,157 1,466,721 1,309,824 Capital Projects Fund Balance Debt Financing 543,750 500,000 500,000 500,000 500,000 2,000,000 1,000,000 618,701 727,853 337,005 837,005 946,157 3,466,721 2,309,824 Total - 543,750 Proiect Description /Justification Additonal Channels: Equipment and hardware on the existing towers in Orange County as well as the surrounding areas will be upgraded to allow for increased system capacity which will reduce busy signals received by field units during times of high demand. If the upgrades are not funded, the system will not be able to alleviate the current service /coverage issues. Channels and additional equipment will be added to the following locations based on the most current information from the state. Chatham Site: 3 channels /1 combiner; Hillsborough Site: 2 channels/1 combiner /1 antenna package. The tower is currently full and may require additonal work to allow channels to be added; Laws Site: 3 channels; UNC Site: 2 channels. Site is maintained by UNC and may require additonal work to add channels; Altamahaw Site: 1 channel; Mebane Site: 2 channels. Towers: The addition of two towers over the next five years (costs for each tower are spread over a two year period) will expand coverage which in turn will increase capacity allowing better access for field units increasing safety and more stable interoperability. A third tower is planned in Years 6 -10. Can not be funded by 9 -1 -1 funds. Note: This Viper Radio System project was reviewed as part of the charge to the Emergency Services Work Group. 36 11 County Capital Projects Fiscal Years 2013 -18 Project Name Communication System Improvements Project Status Approve Functional Service Area Public Safety Starting Date 71112012 Department Efn2Mency Services Completion Date 813012018 Current Year 1 Year 2 Year 3 Year 4 Year 5 Five Year 6 Prior Years Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Year to Project Budget Funding 2012 -13 2013 -14 2014 -15 2015 -16 2016 -17 2017 -18 Total Year 10 OSSI -CAD Replacement 589,875 - 800 Mhz Radios 253,077 20,000 122,000 127,000 39,000 920,000 1,228,000 NextGen Phone System 402,000 402,000 9 -1 -1 Call Taker and Dispatch Software: "'Emergency Police Dispatch 99,000 99,000 "Emergency Fire Dispatch 99,000 99,000 'Smart9 -1 -1 30,000 30,000 Paging Hardware 150,000 150,000 P25 Compliant Radio System Consoles (E- 9 -1 -1) 231,026 601,242 601,242 P25 Compliant Radios (Rural Fire Districts) 1 150,000 150,000 1 1,371,242 122,000 307,000 39,000 920,000 2,759,242 1 - Total Project Budget - 1,073,978 General Fund Related Operating Costs Personnel Services Operations New Debt Service 35,801 291,921 318,554 379,023 387,537 1,412,836 1,528,769 Total Operating Costs 35,801 291,921 318,554 379,023 387,537 1,412,836 1,528,769 Revenues/Funding Source Transfer from General Fund 193,474 General Fund - Debt Service 35,801 72,912 99,545 160,014 168,528 536,800 1,309,760 From 9 -1 -1 Funds - Debt Service 219,009 219,009 219,009 219,009 876,036 219,009 From 9 -1 -1 Funds 716,504 198,000 30,000 228,000 Capital Projects Fund Balance Debt Financing - E -9 -1 -1 1,003,242 1,003,242 Debt Financing 164,000 170,000 122,000 277,000 39,000 920,000 1,528,000 1,407,043 413,921 625,554 418,023 1,307,537 4,172,078 1,528,769 Total - 1,073,978 Proiect Description /Justification Note. This Communications System Improvements project was reviewed as part of the charge to the Emergency Services Work Group. 37 12 OSSI: Project funded in FY 12 -13 800 MHz Radios: Portable and mobile 800 MHz radios for all Public Safety Departments County -Wide have or will be reaching seven -years of age. Replacement is necessary to ensure reliability for emergency responders. Only the Emergency Services and Sheriffs departments are included in the CIP. It will be up to each individual municipal or rural department to fund their replacement radios. It is important to establish standard features and specifications for 800 MHz radios (portables and mobiles) to ensure system reliability, optimal integration with new platforms (P25) which will be placed in service by NCSHPNIPER starting in 2013. Regardless of funding source or user, it is critical that units purchased be standardized to ensure integration, reliability and reduce potential for field failure. The replacement of radios for Emergency Services will be phased over the next five years. The County started purchasing new 800 MHz radios in 2004 and replaced some in FY 2012 -13. Year 1 (FY 2093 -14) includes funding to replace a repeater, and funding in subsequent years for these original radios plus sufficient radios for new staff and begin to replenish disaster radio cache. Year 5 (FY 2097 -18) includes funding of $920,000 for replacement of Sheriff radios. NextGen Phone System: Replacement of the main 9 -1 -1 switch, which is necessary to gain access to Internet (Next Generation) based services. The current switch will have reached the end of its useful life and will no longer be supported by the vendor. If the switch is not replaced, the cost of repairs /maintenance /parts will become very expensive. There is a risk that parts for this equipment will not be available in the coming years. Based on the most current vendor consultation, replacement is approved in FY 2013 -2014. Pricing reflects updated quote and purchase is eligible from 9 -1 -1 funds if approved by 9 -1 -1 Board. 9 -1 -1 Call Taker and Dispatch Software: EPD: ProQA Dispatch Software integrates the National Academy Protocols with today's critical computer technologies and assists telecommunicators in quickly determining the appropriate response specifically configured by local agency authorities. ProQA guides dispatchers in providing relevant Post - Dispatch and Pre - Arrival instructions prior to units arriving on scene. Pricing reflects updated quote and OSSI interface. EFD: Fire Priority Dispatch system will allow all the benefits and safety features of a unified fire protocol system based on fire department approved parameters to combine with the latest in caller integration and response prioritization. Pricing reflects updated quote and OSSI interface. Smart 9 -1 -1: Allows citizens to enter information through a secure website that would be available in the event they need to call 9 -1 -1. When the citizen calls 9 -1 -1 the data automatically displays on the 9 -1 -1 operators work station. The same information is also available via the web to police, fire and EMS units in the field which helps them respond more quickly and effectively. It works seamlessly in today's infrastructure as well as future Next Generation solutions. Paging Hardware: Will provide a reliable station notification system for all County Fire and EMS stations. Can not be funded through 9 -1 -1 funds. P25 Compliant Radio System Consoles: The Project 25 New Technology Standards Project (known as Project 25 or P25) is a multi - phase, multi -year project jointly conducted by the public safety communications community and industry to establish a suite of open standards (known as the Project 25 Standard) that enable the manufacture, procurement, and operation of interoperable digital wireless communications equipment and systems to satisfy the service, feature, and capability requirements of public safety practitioners and other users. Replacement of the current radio systems in the 911 center to continue to integrate with the state -wide VIPER radio network. This upgrade will outfit eleven (11) 919 console positions and furniture for two workstations. Becoming compliant will allow for the capability to provide and maintain a communciations infrastructure supported by the State. PURCHASE MAY BE ELIGIBLE FROM 9 -1 -1 FUND IF APPROVED BY 9 -1 -1 BOARD. P25 Compliant Radios (Rural Fire Districts): Provides for P25 compliant upgrades and programming to existing portable radios for all rural fire districts. 38 13 ATTACHMENT 3 ORANGE COUNTY BOARD OF COMMISSIONERS COPYACTION AGENDA ITEM ABSTRACT Meeting Date: September 17, 2013 Action Agenda Item No. 5 -1 SUBJECT: FY 2013 -2014 Purchase of Vehicles through Vehicle Replacement Internal Service Fund DEPARTMENT: Financial and Administrative PUBLIC HEARING: (YIN) No Services, Asset Management Services ATTACHMENT(S): Internal Service Fund Vehicle Listing INFORMATION CONTACT: Clarence Grier, 919 - 245 -2453 Paul Laughton, 919- 245 -2152 Jeff Thompson, 919 - 245 -2658 Alan Dorman, 919 -245 -2627 PURPOSE: To approve the final list of County vehicles to be purchased through the Internal Services Fund established within the FY2013 -2014 budget. BACKGROUND: The Board of County Commissioners initially established the Vehicle Replacement Internal Service Fund during FY 20122013 for County vehicle purchases. The Internal Service Fund is an accounting device used to accumulate and allocate costs internally among the functions of the County. All County vehicle purchases will eventually occur through this Fund instead of through departments' operating budgets. The internal service fund centralizes all vehicle purchases, which will improve the ability to monitor vehicle acquisition and associated costs. In June 2013 staff presented the attached list of vehicles recommended for purchase for FY 2013 -2014 and committed to bringing this list back for Board approval in the fall. The list coincides with and outlines the vehicles approved in the FY 2013 -2014 budget and the amounts to be funded with and without debt financing for the BOCC's consideration. The total dollar amount of the vehicles to be purchased will be $899,416. The vehicles will be purchased with installment financing. FINANCIAL IMPACT: The financial impact of the purchase of the replacement vehicles is $899,416. RECOMMENDATION(S): The Manager recommends that the Board approve the final list of County vehicles to be purchased through the Internal Services Fund established within the FY2013 -2014 budget. 14 15 Vehicle Replacement - Internal Service Fund Purpose of Fund In FY 2012 -13, the Commissioner Approved Budget established a second Internal Service Fund, for County vehicle purchases. Internal Service Funds are an accounting device used to accumulate and allocate costs internally among the functions of the County. Historically, the County has used an internal service fund to account for one activity - its employee dental insurance program. With the creation of this Vehicle Replacement Fund, vehicles purchased occur through this fund instead of the departments' operating budgets. The change centralizes vehicle purchases, which increases the effectiveness of vehicle performance and cost monitoring. Recommendations are founded upon vehicle age, mileage, maintenance costs, fuel efficiency, and departmental mission need. The average age and accumulated mileage of the recommended replacements are 14 years and 140,000 miles, respectively. Recommended replacement vehicle platforms are the Toyota Prius for administrative, highway and street use; the Chevrolet Captiva for moderate all- terrain use; the Chevrolet All Wheel Drive Equinox for heavy all- terrain use; the Ford Transit Connect for highway utility, service and light cargo use; the Ford F150 (both two and four wheel drive) for heavy utility use with the 4x4 option for heavy all- terrain use for Environmental Health, Emergency Services, and DEAPR missions; and the Chevrolet Tahoe for non jail law enforcement use. All platforms are evaluated for department mission utility, durability, maintenance standardization, and fuel efficiency. The list below outlines recommended vehicle requests for FY 2013 -14. Pricing is based upon current State Contract rates. During the early fall, staff will provide a complete list of recommended, debt - financed, vehicle purchases, for the BOCC's consideration. FY 2013 -14 Recommended Vehicles Department Item Description Cost Asset Management Services Ford Transit Connect — replaces #532 2001 Dodge pick -up $24,547 Ford F150 4x4 Crew Cab truck — replaces #533 1996 GM $24,635 truck Department of the Environment, Agriculture, F350 15 passenger van -- replaces #424 1999 Dodge $24,181 Parks and Recreation passenger van F550 Light dump truck -- replaces #471 1995 Ford F250 $35,724 dump truck 2 Ford F150 4x4 Crew Cab Trucks — Replaces #663 2006 Ford Expedition (destroyed by fire) and #698 2006 Ford $95,206 Expedition (existing EMS Supervisor); includes aftermarket Emergency Services u fit costs FreightlinerlExcellance Ambulance to replace aging Wheeled Coach ambulance unit (Emergency Medical Services); $236,136 includes aftermarket u fit costs 16 3 Ford F150 4x4 trucks — replaces Environmental Health Ford $58,216 Health Rangers #388 (1997), #414 (1998), and #421 (1999) Toyota Prius — replaces #455 2000 Dodge Stratus $24,045 Housing, Human Rights, and Community Toyota Prius — replaces #498 2000 Dodge Intrepid $24,045 Development Planning and Inspections 2 Chevrolet Captiva Front Wheel Drive vehicles -- replaces $38,045 Ford Rangers #450 (2000) and #464 (2000) Sheriff 6 Chevrolet Tahoes - replacements for Ford Crown Victoria Interceptors (Non -Jail Operations) $140,785 4 Toyota Prius -- replacements of Chevrolet Cavaliers #381 Social Services (1997) and #382 (1997); Chevrolet Malibus #441 (1999) and $96,180 #442 1599 3 Chevrolet Equinox All Wheel Drive vehicles — replaces Ford Tax Administration Crown Victorias #366 (1997) and #377 (1997); Chevrolet $77,671 Malibu #444 1995 FY 2013 -14 Recommended Total: $899,416 FY 2013 -14 Source of Funds: Short-term Installment Financing /Internal Reserves 899,416) Net County Cost: $ -