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HomeMy WebLinkAboutAgenda - 10-06-2016 - 1 - Detention Center - Update on Project Schedule and Discussion of Potential Scope Expansion to Include Law Enforcement Center-Sheriff's Offices 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 6, 2016 Action Agenda Item No. 1 SUBJECT: Detention Center: Update on Project Schedule and Discussion of Potential Scope Expansion to Include Law Enforcement Center/Sheriffs Offices DEPARTMENT: Asset Management Services, County Manager's Office, Sheriff's Office ATTACHMENT(S): INFORMATION CONTACT: Scope Options, Comparative Information Jeff Thompson, 919-245-2658 Travis Myren, 919-245-2308 Sheriff Charles Blackwood, 919-245- 2900 PURPOSE: To: a) receive an update on the Detention Center project schedule; and b) discuss and provide feedback to staff regarding a potential project scope expansion to move the existing Sheriffs Office administrative offices from the lower level of the courthouse to a co-located Law Enforcement Center on the new jail site. Court security staff would maintain offices in the courthouse. BACKGROUND: After authorizing the Manager to engage Moseley Architects as the designer for the Detention Center project in the summer of 2015, initial project vision planning, comprehensive stakeholder input sessions, the jail population profile, and projections for future growth were conducted in the fall of 2015. Subsequent schematic programming and planning activities were halted in the fall of 2015 in order to process an amendment to the County's Ground Lease with the State of North Carolina enabling the County to provide the built detention facility as collateral for standard project debt financing. This amendment was successfully achieved through enabling legislation approved by the State Legislature in the summer of 2016. The County is currently awaiting an executed lease amendment from the State and will fully resume planning and design efforts once this fully executed amendment is returned to the County. 2 Based upon the receipt of the executed Lease Agreement Amendment in October 2016, the projected timeline for this project is as follows: Activity Estimated Date Range BOCC: Construction Manager at Risk October-November, 2016 Award Schematic and Developmental Design Fall-Winter, 2016-2017 Preparations with Board and Stakeholder Review/Feedback BOCC: Approval of Final Design, Summer-Fall, 2017 Guaranteed Maximum Price Permitting, State Review, Construction Period Fall 2017 — Summer 2019 (16-20 months) Occupation Fall-Winter, 2019 Concurrent to this process, staff was requested to provide information to the Board regarding a potential scope expansion of the project to include the co-location of a Law Enforcement Center/Sheriff's Offices ("LEC") with the proposed Detention Center. Staff proposes that this scope discussion include three options: 1) Standalone Detention Center only — This option represents the current project scope as contained in the County's Capital Investment Plan (CI P). 2) Detention Center with co-located LEC — This option would construct new administrative office space on the Detention Center site and relocate the Sheriffs administrative offices from the courthouse to the Detention Center. 3) Detention Center with infrastructure for future co-located LEC — This option would prepare the Detention Center site and install appropriate utilities and infrastructure for a colocation of the Sheriff's administrative offices on the Detention Center site at some point in the future. If the Board of Commissioners authorizes further analysis of these options, staff recommends five evaluation criteria to inform the decision making process. These factors include: 1) Cost of Construction 2) Staffing (Detention and LEC) 3) Operations and Maintenance (Detention and LEC) 4) Court operations support and security 5) "Backfill" options for potentially vacated spaces within the Justice Facility A matrix of general information regarding the three development options as well as comparative topics to be addressed in the Designer's analysis for each of the five decision factors is attached. This will be presented in an effort to encourage Board discussion and feedback to staff. 3 FINANCIAL IMPACT: The analysis of the additional options will require an amendment to the Designer's current contract. The additional cost will not exceed $30,000. The project contains sufficient funds to pay for the cost of the additional analysis. The Board has appropriated $1,250,000 for engineering, site feasibility, and design work within the current and previous years within the FY2016-21 CIP as well as approximately $20.5 million in additional project funds in year 2 (FY2017-18) for construction and equipment for a standalone Detention Center. Should the Board authorize the Manager to investigate one or more scope expansion scenarios, corresponding financial impacts would be prepared and presented to the Board at a later date as part of the ongoing design process. SOCIAL JUSTICE IMPACT: The design, construction and operation of the Orange County Detention Center meets the following social justice goal: GOAL: CREATE A SAFE COMMUNITY The reduction of risks from vehicle/traffic accidents, childhood and senior injuries, gang activity, substance abuse and domestic violence. RECOMMENDATION(S): The Manager recommends the Board: a) receive an update on the Detention Center project schedule; b) discuss and provide feedback to staff regarding a potential project scope expansion to include co-located Law Enforcement Center facilities; and c) should the Board reach a consensus on the project scope expansion, the Manager will sign an amendment with Moseley Architects to analyze the implications of adding a Law Enforcement Center to the current Detention Center project at a cost not to exceed $30,000. 4 Options and General Information to Assist in Board Discussion Detention Center with Detention Center Detention Center Only built, co-located Law with LEC Enforcement Center infrastructure for (LEC) future co-location General Facility Current detention facility Current LEC facility Information information: information: Original construction: Constructed/renovation: 1925 2009 Capacity: 139 Detainees Estimated Project Cost: Square Footage: 40,227 $5MM Area: 1.4 acres Square Footage: 20,000 Design Process Currently Authorized by yes no no BOCC Secure 144 bed facility Detention Center with "core" infrastructure Detention Center with with prepared Schematic for 250 bed maximum additional additional site and Characteristics capacity; approximately estimated 12,000-18,000 infrastructure 49,500-52,200 square square feet of LEC connections for feet of Detention Center space future LEC2 space; 6.8 acre site Conceptual Project "First Est. $17.6-$19.9 million2 tbd tbd Cost"Estimates 1. Based upon initial conceptual cost estimate provided by Moseley Architects in the fall of 2015, coupled with adequate contingency funds and a reasonable construction cost inflation factor projecting costs in the summer of 2016. 2. Infrastructure contemplated: fine graded and crowned building pad and associated site with appropriate stormwater management installations and utility connection feeds ("stub-outs")from the constructed facility. 5 Operational Detention Center with Detention Center Factors and Detention Center Only built, co-located Law with LEC needed analysis Enforcement Center infrastructure for (LEC) future co-location -Construction Cost -Additional first cost and life cycle impact -Life cycle cost impacts -Staffing -Staffing study anticipated -Potential staffing impacts Fall 2016 comparing on both the spindle and spindle vs. rear chase rear chase designs design options. options. -Operations and -Significant improvements -Potential Impacts on Maintenance in programming, housing efficiencies for both conditions, workplace operations and safety and security, and maintenance activities. maintenance of operations equipment. -Potential sustainability impacts associated with -Additional improvements co-location. anticipated in facilities maintenance activities due to new facility and modern equipment. -Court Operations -Court staff unchanged. -Potential Impacts of co- Support and location on opportunity of Security -Efficiency improvements Court staff to be housed in with video-conferencing close proximity within a technology within Court co-located facility. facilities and detention pods for Court officials and detainees. -Designed multi-purpose room can serve as court space. -"Backfill" options for -Analysis of Potential vacated LEC Uses3: facilities -Child Support Services; -Probation and Parole; -Public Defender; -District Attorney; -Justice Resource Office 3. Existing offices, if re-located to vacated LEC spaces, would provide collaborative opportunities for re-purposing, selling, or partnering with other stakeholders regarding the vacated facilities. Granular analysis of these uses including cost and benefit comparatives would be provided as part of the LEC co-location study. Existing offices are not considered stressed facilities according to the County Space Study Analysis.