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Home My WebLink AboutAgenda - 12-01-2003-8hORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 1, 2003 Action Ager~a Item No. ~ -~ SUBJECT: Roof and HVAC DEPARTMENT: Budget/Public Works ATTACHMENT (S): Attachment 1. Roof Replacement Capital Project Ordinance Attachment 2, HVAC Replacement for Fiscal Year 2003-04 PUBLIC HEARING: (Y/N) INFORMATION CONTACT: Wilbert McAdoo, 245-2727 Donna Dean, 245-2151 Capital Project Ordinance TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 No Mebane 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 far 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 Com leted 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 1999/00 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 far the County in 2000 recommended replacement of all roof sectors in 2002. Courthcuse Shingle $15,000 The RAMP recommended replacement of the shingle (New) portion of the New Courthouse (sloped roof on front section of buildin in 2002. Efland All $17,500 The RAMP recommended replacement of this roof (all Comm. Ctr. shin le in 2003. Northside $110,500 The RAMP recommended replacement during 2004. Buildings 1, 2 and 3 TOTAL $200,000 3 HVAC Replacement Projects Fiscal year 2003-04 marks the first year that the GIP 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 far 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 handler $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 ca acit . 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 far 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 e ui ment 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 5 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 Whiffed 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: 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 Pro ert Tax $0 $0 $0 Transfer from Other Capital Pro'ects $100,000 $0 $100,000 County Capital Fund Appropriated FundBafance $100,100 0 $100,100 TotalFundin $783,100 $200,000 $983,100 Section 4.The following amount is appropriated for this project: Through FY 2002-03 FY 2003-04 Through FY 2003-04 LandBuildin $0 0 $0 Desi n $68,000 $0 $68,000 Construction $0 $0 $0 Roofin 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 .)uly 1, 1998 until June 30, 2004, Adopted this first day of December 2003. ,Mr, G.. 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: 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 Pro en Tax $0 $0 $0 TotalFundin $0 $150,000 $150,000 Section 4.The following amount is appropriated for this project: Through FY 2002-03 FY 2003-04 Through FY 2003-04 LandBuildin $0 $0 $0 Desi n $0 $0 $0 Constmetion $0 $0 $0 HVAC Re lacements $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, ~J Adopted this first day of December 2003.