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HomeMy WebLinkAboutAgenda - 09-17-2002 - 8j r t ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 17, 2002 Action Agenda Item No. SUBJECT: Approval of Allocation of 213 Net Debt Reduction Bonds for Richard E. Whitted Human Services Center and Northam Human Services Center DEPARTMENT: Public Works PUBLIC HEARING: (Y/N) No Purchasing and Central Services Budget ATTACHMENT(S): INFORMATION CONTACT: Wilbert McAdoo, extension 2627 Pam Jones, extension 2652 Donna Dean, extension 2151 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To approve allocation of 2/3 net debt reduction bonds for the Richard E. Whiffed Human Services Center (REWHSC) and the Northern Human Services Center(NHSC). BACKGROUND: In 1997, voters were asked to approve a bond referendum that included $47 million for schools, $1.8 million for affordable housing, $6 million for recreation and parks, $1.2 million for improvements to the Efland Sewer System and $4.6 million for public buildings, including renovations at REWHSC and construction of a new senior center in Chapel Hill. The voters approved all of the bond components except for the public building renovations. As a means to fund the much needed renovations at both REWHSC and NHSC, the Board agreed to fund a portion of the planned renovations with proceeds from 2/3 net debt reduction bonds in the amount of$2.845 million. Of this amount the Board has approved contracts in the amount of $2.114 million to replace the HVAC system and data wiring at the REWHSC Building, leaving a balance of $731,000 to be allocated for renovations at the REWHSC Building and the NHSC. Richard E.Whiffed Human Services Center(REWHSC) In addition to the aforementioned replacement of the HVAC and data wiring systems in the REWHSC, a number of additional renovations are proposed. This building houses over 150 human service agency employees and is the major service delivery point for human services in central and northern Orange County. The building has received no appreciable improvements since the initial renovations in the late 1970s. As outlined in recent correspondence with the Board, staff recommends the interior renovation work, including painting and replacement of floor covering, be done in tandem with the HVAC replacement component of the project. Public Works has estimated the cost of floor covering and painting within the 57,000 square foot REWHSC Building to be approximately$475,000-$500,000. As recommended by the Board, Public Works is currently working with Commissioner Halkiotis and others to explore flooring alternatives in this building. A bid award for the selected floor covering will be brought for Board consideration at the appropriate time. 2 a In addition, the the floors in the Central Recreation Center have been scheduled for replacement for some time and are proposed for replacement in conjunction with the HVAC renovation in that building. A rubberized floor tile is proposed for the non-activity areas, such as hallways and stairs, thereby adding an element of safety because of the non-slip features of the tile. More conventional floor tile, safer and more appropriate for the classes such as aerobic dance, martial arts, etc, will be installed in the activity areas. Bid award for this work was suspended pending the outcome of the 2002-2003 budget process in May 2002. If the Board approves the allocations between the REWHSC and NHSC projects as recommended, the item presented for award in May 2002 will be brought forward for consideration in the near future, with one exception. The existing tile floor in the Recreation Building contains asbestos, which requires that contractors must exercise special care in both the removal and disposal of the tile. The action requested in May 2002 included a $7,900 contract for removal and disposal of the asbestos tile. Contingent upon approval of the recommendations contained in this abstract, the asbestos floor the will be removed under a separate contract prior to the imminent commencement of the HVAC renovation. The remaining cost of floor covering replacement in the Recreation facility will be approximately$72,000. Approval of the recommendations above will allow most of the major renovation items to be carried out in the REWHSC Building, with the exception of restroom renovations, which are estimated at $215,000. Funds for the restroom work will be recommended in future years as funding becomes available: Northern Human Services Center(NHSC) A preliminary report published in 2001 by the Northern Human Services Task Force outlined a series of renovations and upgrades that were needed to preserve the long term integrity of the building, located on Highway 86 in Cedar Grove. The two most critical items included the well and the septic system. The inadequacy of the existing septic system raised serious concerns. The County Engineer and Environmental Health staff confined that the current, usage exceeds the recommended capacity of the system on a regular basis. In addition, the County may expect increased long-term usage as the recently acquired parkland adjacent to the NHSC is developed. Should the septic system fail, the County would be required to close operations at the facility until such time as a new system could be constructed. Preliminary evaluation of the property has been conducted to determine the soil status and the repair area needed in preparation for the plans to be drawn up fora new system. According to estimates provided by the County Engineer, cost of construction for the septic system will be approximately $250,000, not including additional land that may be necessary for additional repair area. Further, the well's location in the basement of the building in close proximity to a heating oil storage tank has prompted the need to replace the water source. The urgency of the relocation increased recently due to a fuel leak.The use of the well for potable water has been discontinued and bottled water is provided for the building occupants until such time the water source is relocated. The permitting process for a new well is underway at this time, with an estimated completion time of 17 weeks to bring the new water supply on line. Costs to drill the well, install the pump and lines and to install water storage units, build a well house, etc. are estimated to be approximately $40,000. In addition to the well and wastewater treatment components, other renovations are needed at the NHSC. Renovations to the restrooms in the building, including those in day care classrooms,were identified by the Task Force as one of the higher priority items. The restroom improvements will not only better serve the building occupants but also will also conserve water and minimize the impact on the septic system through the use of low flow fixtures. Allocation of$100,000 for these restroom renovations is recommended. Funding for the full complement of renovations will be recommended for funding in future Capital Investment Plans at such time as the programs for the NHSC are set. The programs proposed for the facility will likely impact the type and extent of renovations that may be undertaken throughout the rest of the building. For example, some agencies within the facility are currently under-going program changes that would affect the type and amount of space that should be allocated. In addition, other resident agencies find themselves held hostage by the State's continuing inability to provide assurance that some programs 3 will receive funding for the current and future fiscal years. Fdr these and other reasons, the task force has delayed finalizing the programming for the building. In the meantime as shown on the table below, approximately$390,000 will be spent for improvements at the NHSC over the next year. The Board will also note in the table below that $51,000 is reserved for contingencies in both the REWHSC renovations and those at the NHSC. Since both of the facilities were built during an era in which building practices were significantly different than those used today, the possibility of additional expense to mitigate hidden conditions is significant. By way of comparison, the contingency amount conservatively represents approximately 2.4% of the REWHSC HVAC renovation contract. Recommendations for allocation of funds between the REWHSC and NHSC are listed below. With the exception of the restroom improvements mentioned earlier, the needs at REWHSC will be met by this allocation, while some of the more critical needs will be met at the NHSC. Funding for other facility needs at the NHSC will be addressed in future CIPs. Whitted Human Services Amount Funding Sou s HVAC Replacement(approved by BOCC June 2002) $2,064, 2/3 Net Debt Reduction Bonds Data Wiring(approved by BOCC June 2002 $50, 2/3 Net Debt Reduction Bonds Tile Replacement in Central Rea $80,000 2/3 Net Debt Reduction Bonds Painting and Floor Covering in offices and corridors of facility $500,000 2/3 Net Debt Reduction Bonds Total 1Nhitted Human Services $2, 4,000 Northern Human Services Amount Funding Sou s Water Supply $40,000 2001 Recreation, Park and Open Space Bonds Waste Water Treatment§yslem $250,000 Previously Approved A You-Go Funds Additional Land Purchase as May Be Required for Waste Water System Installation Unknown 2001 Recreation, Park and Open Spam Bonds General Renovations(including upgrades to the mstroorr�s $100,000 213 Net Debt Reduction Bonds Total Northern Human Services $390,000 Contingency for both projects $51,000 213 Net Debt Reduction Bonds Note: Additional Land for Park ffNpanslon,(purchased in 1998 $110,00011997 Recreation and Park Bands FINANCIAL IMPACT: Included in the background information above, RECOMMENDATION (S): The Manager recommends that the Board: 1. Allocate $580,000 in 2/3 Net Debt Reduction Bonds for renovations at the REWHSC Building as outlined; 2. Allocate $100,000 in 213 Net Debt Reduction Bonds for renovations at the NHSC as outlined; 3. Allocate $51,000 in 213 Net Debt Reduction Bonds for contingency funds to be used at either facility.