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Home My WebLink AboutAgenda - 09-17-2002 - 8e ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meegng Dab: September 17, 2002 Action Agenda unmake. S-e SUBJECT: Lease Approval of a Modular Unit for Orange Public Transppraton (OPT) Offices DEPARTMENT: Purchasing and Central PUBLIC HEARING: (YIN) No Services and Aging ATTACHMENT(S): INFORMATION CONTACT: Pam Jones, (919)2452652 1. Equipment Lease Agreement Jerry Passmore (919)2452009 2. NCDOT Budget Revision/Amendment TELEPHONE NUMBERS: Request Hillsborough 7324181 3. CTP Grant Application—Facility Chapel Hill 961 Expenses Durham 688-7331 Mebane 336-227.2031 PURPOSE: To consider approving the rental of a 2,520 square feet(361 modular unit from Acton Mobile Industries. Inc. in which to relocate the Orange Public Transportation (OPT) staff to the Public Works facility, Highway 86N, Hillsborough. BACKGROUND: Over the past fifteen yeam.the Orange Public Transportation (OPT) Program, a division of the Department on Aging, has grown from a 4-vehicle to a 28-vehicle operation. The program has expanded its services from coordinating agency transportation to serving the general public and special populations. House ! at the Whiffed Human Services Canter, the program has out-grown its office space with fourteen full time employees as well as the OPT vehicle parking lot on Hassell Street and Tryon Street. In May 2002, all OPT vehicles were moved to a lot at Motor Pool with the tldvem working out of shared offce apace at the old Public Works Garage in order to reduce the parking congestion at the Whined Center. Further, as the Board is aware, the Department on Aging staff, including OPT staff, have agreed to outpost their programs to other Department on Aging services sites in northern and central Orange throughout the duration of the HVAC replacement project at the Whined Building. This, in tandem with the relocation of the OPC-Adult Day Treatment program, will allow other service units to be moved intact, thereby providing less disruption to the public during the renovation project. Although the relocation of senior programming at the Whitbd Building is temporary,the Public Works facility is more efficient and functional for the OPT program and is intended to be a permanent move. While the State may provide funding in the future for a permanent facility, the Department on Aging/OPT Director and staff have secured funds and identified a rental unit that could be utilized within the next 4560 days at the Public Works site The State has approved operating funds to pay for the rent of a modular building and has reallocated capital funds to pay for the one-time set up expenses of the unit, but was 2 unable to allocate sufficient funds for a capital project of this time. The State is attempting to standardize the transportation facilities statewide to metal buildings with a masonry fapatle, which significantly exceeds the cost of a modular building. However,while visiting the Orange County fadlity recently the North Carolina Department of Transportation (NCDOT) staff saw the pressing need for an Interim solution m OPT's crowded space and therefore granted funding as indicated below for a rented modular building. The NCDOT staff toured the OPT once at the Whiffed Human Services Center and the Public Works property and have given approval m amend the OPT administrative budget of$156,340 by an additional $11,13010 cover the monthly lease and utilities for FY 2002-2003. NCDOT has also given approval for a portion of capital facility renovation funs (previously granted in the total amount of$11,601)to be used for the one-time set-up costs of$32,161 associated with the proposed leased modular unit. These costs include site prepara0on, sidewalks, delivery and setup of unit, utility/communication connections and ADA deck and ramp access. (Lease was chosen over renovation of existing County modular unit due to age of structure, general conitions, ADA requirements,and building code standards) The proposed modular unit would be leased by the OPT Pmgam for a minimum of three years while capital funds are sought term NCDOT or a new permanent facility to be located somewhere on the Public Works property,site. The terms of the lease are $515 per month for three years, beginning October 1, 2002,with an opportunity for an extension if needed. The lease with Acton Mobile Industries, Inc. was chosen as the result of a campetilive bid process. The proposed leased modular unit would be located between the County Motor Pool and the Public Works Administrative Office for easy access to repair/maintenance of OPT vehicles and M the refueling station. FINANCIAL IMPACT: The FY 2002-2DO3 lease and utilities will total$11,130 with Orange Countyproviding a 10% local match ($1,113) This will continue for FY 2003-2004 and FY 2004-2005 with a continued 10% local match ($3,216). The one-time set-up expenses of $32,161 requires county 10% match. The total match requirement for the relocation of OPT will be$4,329 as shown in the following table. Item State Funding Local Fundin Total Leaseantl Utilities $10,011 $1,113 $11,130 One-Time Sel-up GOSis $28,945 $3,216 $32,161 Teials 1 $38,962 $4329 $43,291 RECOMMENDATION(S): The Manager recommends that the Board authorize the rental of 2,520 square foot modular unit from Acton Mobile Industries. Inc. in which to relocate the OPT Program from be Whittled Human Services Center; and authorize the Purchasing Director execute the appropriate paperwork; and authorize the Chair to sign the OPT/NCDOT administrative budget amendment and the revised OPT/NCDOT capital grant with Orange County providing the necessary$4,329 local match. I)53LAYJ.I& DPPM'IMfittL 164E aucaco,u.m6�o-tuz ACTON MOBILE INDUSTRIES, INC. P.0.BOX 9]0• EIBURN,IL Ml la-TEIEPHO1JE89O'%5846$ KUIPYENT LEASE AGREEMEW Oc ee,2002 e�.+w eeeac. n e .. a ,.camas saw _ °�. •• na>a.ae exva.ar rn.y�,. UO�^artmpM �jpg P.0- Box 8191 flillsboiough N.C. 27278 ' Ue o County Gov [a sat axwu��o•® tea... , asmrea..r®m aw ue uum r..�>or®x..®.r u �v�.,n+nom ne.Wegymrtk vrn4LW Pw BRNtr+LL.ammgwk3 I EA4PSTERMTPY Ftt LLN! 090914, � ryEERA ` sa7s,OO/ T $400.00, $9261 0�� Tw 1 I 4 10,236.00 OlhnCmitlmefEaec AOn MCYIbbIW W lu.wmesmtlbly ptimm7si yY%.9noNLme aemhoemss IEe�LEmmaal�LLer+P�+MWemJaam.enwmh+emoBlu OYlhnmW�cn6rabvgnPW, Hill.bomog0, NC Oraege P"hl" Tiaas[wrtetlpn (OPT) OfSCea On}n3gy Pam Jones, Cea=dSery s Di . RYAVUOe Nx 919-245-2650 Sbpov Rlgim Z pyE�yyq � Orange co:un[y s 0�y n �1 M9 NORTH CAROLINA DEPARTMENT OF TRANSPORTATION PUBLIC TRANSPORTATION-DiViSION 4 BUDGET REVISION/AMENDMENT REQUEST PROJECT SPONSOR: Orarffl C -nt . J� �- PROJECT NO WORKORDER PREPARED P PHONE NO, TITLE AUTHORIZED DATE 7 1W9vXK-i7 DEPAF��ENT492i--A37MIN—ISTRA�iIO:_ APPROVED +/- oROPOSED OBJECT TITLE BUDGET CHANGE BUDGET 121 SALARIES AND WAGES-FULL TIME $52,614 0 $52,614 im SALARIES AND WAGES-OVERTIME $0 0 So 125 SALARIES AND WAGES-PART-TIME(BENEFITS) $50218 0 $50.218 126 SAL AND WAG&TEMPIPT-TIME(NO BENEFITS) 0 0 $0 127 SALARIES AND WAGES-LONGEVITY $1.440 0 $1,408 181 SOCIAL SECURITY CONTRIBUTION $7.9n 0 $7.977 182 RETIREMENTCONTRIBUTION $5,099 0 $5.099 183 HOSPITALIZATION INSURANCE CONTRIBUTION $7.038 0 $7.038 im DISABILITY INSURANCE CONTRIBUTION $0 0 $0 185 UNEMPLOYMENT COMPENSATION $0 0 $0 IN WORKER'S COMPENSATION SD a $0 189 OTHER(PHYSICALS, BONDS.INS,ETC.) 111866 0 $11865 191 ACCOUNTING w 0 192 LEGAL $0 0 195 MANAGEMENTCONSULTANT $0 0 $0 196 DRUG&ALCOHOL TESTING CONTRACT $1,480 0 $1,480 197 DRUG&ALODHOLTESTS $0 0 $0 198 MEDICALREVEWOFFICER $0 0 $0 199 OTHER-PROFESSIONAL SERVICES $1,250 0 $4,250 211 JANITORIAL SUPPLIES-(HOUSPI<EEPING) $240 a $240 231 SPECIAL PROGRAMS MATERIAL(EDUCATION) $D 0 $0 232 AUDIO VISUAL& LIBRARY SUPPLIES $0 0 $0 261 OFFICE SUPPLIES AND MATERIALS $900 0 $900 281 AIR CONDITIONER I FURNACE FILTERS $0 0 $0 291 COMPUTER SUPPLIES $250 0 mo 311 TRAVEL $600 0 $wo 312 TRAVEL SUBSISTENCE $2,550 0 $2.550 314 VEHICLE RENTAL $0 0 $0 321 TELEPHONE SERVICE $5,000 0 INTERNET SERVICE PROVIDER ME SD 0 EO 323 COMBINED SERVICE FEE $0 0 $0 325 POSTAGE $0 0 $0 331 ELECTRICITY SO 3,600 $3,600 332 FUEL OIL $0 0 $o 0 $0 NORTH CAROLINA DEPARTMENT OF TRANSPORTATION PUBLIC TRANSPORTATION DIVISION 5 BUDGET REVISION/AMENDMENT REQUEST PROJECT SPONSOR: 4kalae COYFlIV PROJECT NO ! WORK ORDER PREPARED! " -3gi+]FPmsnIIX6 --% ''- t PHONE N0 I;HHY'tN5$20D9 334 WATER $0 830 Sew 335 SEWER $0 0 $0 336 TRASH COLLECTION SO 0 $0 337 SINGLECOMBINED URLTTY BILL $0 0 $0 339 OTHERUTILITIES $0 0 $0 391 PRINTING AND REPRODUCTION $1,000 0 $1." 348 OTHER - SO 0 $0 355 REPAIR&MAINT-OFFICECOMPUTER EQUIP $0 0 $0 357 REPAIRS&MAINTENANCE-COMM EQUIP $0 0 $0 359 OTHER REPAIRS&MAINTENANCE $0 0 $0 371 MARKETING-PAID ADVERTISEMENTS $2.500 0 $2,500 372 PROMOTIONAL ITEMS $0 0 $0 373 OTHER ADVERTISINGIPROMOTION MEDIA $3800 0 $3,400 381 COMPUTER PROGRAMMING SERVICES $4,100 0 $4,100 382 COMPUTER SUPPORT[PECH ASSISTANCE SVS $0 0 SO 391 LEGALADVERTISING $100 0 $100 399 CLEANING SERVICES $0 0 $0 396 MANAGEMENTSERVICES $0 0 $0 3% SECURITYSERVICES $0 0 SO 399 OTHER SERVICES $0 0 SO 412 RENT OF BUILDING $0 6.900 w1900 413 RENT OF OFFICES $0 0 $0 419 OTHER RENTAL $0 0 $0 431 LEASE OF REPRODUCTION EQUIPMENT $1,400 0 $1,400 432 LEASE OF TYPEWRITER! STAL METER SO 0 $0 433 LEASE OF COMMUNICATION EQUIPMENT $0 0 $0 439 LEASE OF OTHER EQUIPMENT $0 0 $0 441 MAINTENANCE CONTRACTS-COMM EQUIP $1,000 0 $1,000 442 MAINTENANCE CONTRACTS-OFFICE EQUIP $0 0 $0 443 MAINTENANCE CONTRACTS-REPRO EQUIP SO 0 $0 445 MAINTENANCE CONTRACT-COMPUTER EQUIP $0 0 $0 449 OTHER SERVICE&MAINTENANCE CONTRACT $550 0 $550 451 INSURANCE-PROPERTY&GENERAL UABILITY $0 0 $0 454 INSURANCE-PROFESSIONAL LIABILITIES $0 0 $0 455 INSURANCE-SPECIAL LIABILITIES - $0 0 SO 481 CENTRAL SERVICES $p --p, $D 491 DUES AND SUBSCRIPTIONS $760 167,470 0 $760 TOTAL $158,340 _11130 6 FY2003 Comma nits Transporta4on PNgram(CTP)Gamm Applicetl on FOlN xvmmn Orcr. 0 PROPOSED PROJECT BUDGET FACII SES EPA 9529 Maximum pyom Participation C0de TWO total test (+1/evreenro Fadntle5 ffi9 Fac10ty 1mpm anment.May bclutle dominate innovation or handed imp'wemmb (T"paws {{ 900 6 _ S.00a ,. k 4.291 3.000 2250 5.000 _�san a € X500 12W a 597 Bantling Smuntyllume111aI EquipmanC Cost had MSlallaeon of ettunly sys4ms and sudmilarnae firmament for transit SyS¢In's admM or mainlenams famaly. TOTAL FACIIfIY IMPROVEMENTS: $a2,161 S0 . .. .. .. ..______ ._.._.. ._... Do you Omahas opere@ oN of Nis norsand Yee _ No IIYCU 00 NOT cmrenlly apmnle oat M this bc30m.wlmlis the aMClpate0 dammdyoawalmcu"slao,ar m Dow. Oc402 WIIat Ia the Wall square bolagc 0Ne fact ily? Sq.Ft'. 2520 Is this amity stood lw alMrumas mwM ONn on4liss? Yea_ No X It yes.list formars, somare boWqe occurred,and WTCSa IL ' f Na t L'SIECi ` F, RPM �9WINMR# H4 A6I-A dP A 3 Pp Do you have a list!qualified ONE mntranism in your alga? Yes X No _ NOTE NOV MUST OWN Tiff FAGLtI TO BE ELIGIBLE TO APPLY FOR FUNDING FOR THESE PURP05ES. YOU MUST SUBMITA BOPYOFIHEfT,LCf EED)0FOWNERSHIP WITH TH6APP LICAr1ONFOR FVNOING CONSIOERAPON. Provide a namliw crossroads of nnMelbns MNOr lepsin requested.mush as aasprtNe"I