Loading...
HomeMy WebLinkAboutAgenda - 10-01-2002 - 8l F t ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 1, 2002 Action Agenda Item No. . j SUBJECT: Lease Approval: Temporary Location for Health Clinic During Whiffed Building Renovation DEPARTMENT: Purchasing and Central PUBLIC HEARING: (YIN) No Services and Health Department ATTACHMENT(S): INFORMATION CONTACT: Pam Jones, (919)245-2652 GE Capital Modular Space Quotation Rosemary Summers, (919) 245-2410 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968.4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider approving a lease for a modular building from GE Capital in which to relocate the Hillsborough Health Clinic and some Health Department staff during the Whitted Building HVAC replacement project. BACKGROUND: The Whitted Building heating, air-conditioning and ventilation system (HVAC) is currently being replaced. In addition to the HVAC work, the Health Department has garnered funding to provide renovations to the clinic space as well. The renovation of the clinic is anticipated for commencement around December 1, 2002 and will be completed within four to six months. The Health Department staff explored a number of options to providing clinic services during the HVAC renovation at the Whitted Building. The most notable options included the following: 1. Discontinue clinical services in Hillsborough 2. Move all clinical services to Southern Human Services Center 3. Operate clinics in another building in Hillsborough (county or leased) 4. Operate clinics in leased modular buildings on sited on Whiffed property. Option #1 was determined to be unacceptable to implement. Since moving to an integrated clinical service model, clinics are now held five days each week in both the Whiffed and Southern Human Services Center sites. Discontinuing clinical services in Hillsborough would be an unacceptable hardship on clients who are dependent upon the Health Department for their health care services. It would further leave a clinical team idle for six months. Clinical services would be reduced by over 4,800 encounters affecting 2,500 patients. Anticipated 2 revenue loss would exceed $65,000. In the meantime,the estimated $30,000 per month fixed costs for salaries for the five clinical staff and 3 management support staff would remain. Option #2 was not recommended because the limited amount of space available at Southern Human Services Center would accommodate neither the increased number of staff nor the clients that would be reassigned. The cost of upfit and rental costs for commercial space in Hillsborough eliminated Option #3 as a possibility. Option #4; the use of a rented modular unit specifically set up for clinic space, was determined to be the best short-term solution. At a cost of approximately $38,000 from GE Capital, a three- unit modular clinic will be placed on County property adjacent to the Whitted Building. The clinic will have a full time Family Nurse Practitioner (FNP) nurse team, a part time MD resident- nurse team and lab services. The location of the facility will be convenient for both established and first-time patients. It is notable that other proposals for modular units were solicited and were less expensive than the one being proposed. However, the modular from GE Capital was the only unit specifically designed for medical use. The unit assigned to Orange County includes exam rooms with sinks in each, lab facilities, adequate restroom facilities; etc. and has previously been utilized as medical clinic space. GE Capital will be responsible for set up costs of the unit. Set up costs include such things as delivery to and from site, set up and tear down of the units, skirting, ramps for ADA compliance, steps, and tie down. FINANCIAL IMPACT: The six-month lease amount is approximately$38,000, including $1,200 per month rent as well as set up costs. During the fiscal year 2002-03 budget planning process last spring, staff anticipated that the County would incur some additional operating costs for relocating offices during this renovation. The total funding is included in the BOCC-approved . General Fund budget for the fiscal year. Upon approval of the leases associated with relocation of staff, the.Budget Director will bring a budget amendment forward for BOCC approval that transfers the approved funds to the appropriate expenditure accounts. In summary, the funds are now included in various accounts in the General Administration and Human Services functions of the budget. The Health Department anticipates that patients can be scheduled in a manner to compensate for clinic downtime during relocation between the two facilities and will meet the $65,465 estimated six month revenue projections from the Hillsborough site. RECOMMENDATION(S): The Manager recommends that the Board approve a six month lease for a medical modular unit for use as the Hillsborough Health Clinic site from November 1, 2002 through April 30, 2003 at a cost not to exceed $38,000; and authorize the Purchasing Director to execute the necessary paperwork. GE Capital Modular ZS 2Ec Quotation BRANCH OFFICE: modspaoe.rom Quote No.: 394090 RALEIGH 8T5 PURSER DRIVE Quote Expires: 06/15/2002 RALEIGH NC 27603 Date; 09/09/2002 Contact: JIMMY PASCHALL Page No: 1 Phone: 919.779-5802 1-600-523.7918 Fax: 919-772-4856 Customer Deliver To ORANGE COUNTY HEALTH DEPT. i Attn: SUSAN WAGNER HILLSBOROUGH NC 27273 HILLSBOROUGH NO 27273 Phone: 919.245-2401 Fax: 919-644-3312 I I LINE DESCRIPT[ON --- .AMOUNT . fjE I0D. 001 Lease Complex: 150290 (Consists of 3 units( Complex Size 42, x 66, Multi 8 months 1, 200.00 Iper month G BUILDING DELIVERY 2,450.00 one time SET-UP COMPLEX 5,200.00 .one time FOOTERS 4, 5DD.00 lone time BLUEPRINT CHARGES 1.800.00 'one time STEP ASSEMBLY 700-00 one time RAMP ASSEMBLY 41000, 00 one time BUILDING RETURN' 2,460, 00 one time TEAR DOWN COMPLEX* l .C80. OD one time TOTAL ONE TIME CHARGES ' 2a,210.00 OPTIONAL EQUIPMENT j Option 1: SKIRTING -VINYL 1. 500:DD ions time REIMBURSEMENT TO GECMS FOR PROPERTY TAX PAID(per unit!: 9.60 per month IcC TO REMOVE THE TOILETS AND SINKS NOTED ON THE DRAWING, i I REMOVE TOILET FLANGE, PATCH HOLE IN FLOOR,AND CAP OFF SUPPLY AND WASTE LINE, REMOVE SALOON DOORS,INSTALL 2-COUNTERTOPS AND 2-OVERHEAD CABINETS...........ADD:$ 1,700.00 l TO INSTALL 11-CAT 5 DATA LINES AND 11-CAT 5 VOICE LINES AND PULL LINES BACK TO SINGLE TERMINAL BLOCK l .....................................................ADD: ffi 3,33000 71 Po � Fro- S'7.W a jr ��� 67.6 0 EO/Z8 39Cd 9980ZLL6t6 EE.ET Z90Z/69/613 4 GE Capita/ Modular Space Quotati©n BRANCH OFFICE: modspaee.eam RALEIGH iluot®Na.: 394090 Contact: JIMMY PASCHALL Quote Expires: 08/15/2002 Phone: 919-779-5802 Date: 09/09/2002 1-800-523.7918 Pape No.: 2 Fax: 919.772-4856 LINE DESCRIPTION . ----- °., -- AMOUNT PERI - BOW atTerMinarion All prices EXCLUDE tax, Building permits and associated costsare not included in this quote. Local Inspector may require additional Installation not included In this lease,Any such costs.related to these requirements will be the resposibility,of the lessee On site electric and plumbing connections are provided by others. Plumbing connection provided will consist of stub out beneath fixtures. Any manifolding provided will not be the responsibility of GECMS. The step assembly price is fora 5'4'P.T.Deck with steps and handrails. The skirting price is for vinyl skirting material and labor. The footing price includes surawall application to the piers. The Ramp Assemby price is for a 5'x10'P.T.Deck with a 30'straight handicap ramp. There will be a$50.00 charge for each key not returned. Customer Is responsible for changing HVAC filter at least every 30 days and will bear costs of repairs resulting from failure to change the filter or damages to the HVAC system resulting from extraordinary environmental conditions.' Customer to provide easily accessible sits and ground conditions to support unit. All installation prices contained In this lease are based on a level soft dirt surface unless otherwise stated. Customer is responsible for any additional costs should these criteria not be met. *Downtime'required by GECMS or GECMS vendor personnel while waiting to gain entrance to site(i.e.,security gates,vehicle searches,safety training classes,waiting on decision for location of trailer, etc) will be billed at a rate of$50/menhour. Setups on a sand or other loose surface material may result is settling of trailer and additional charges to re;urn and relevel the unit. Failure to secure permits does not relieve financial responsibility of customer. Additional time incurred will be billed in the event site is not reedy for any reason GE vendors are not allowed to complete their scope of work, including but not limited to security access delays,obstructions or a delay in customer's decison on location. Customer is responsible for providing a level,dirt surface that is accessible with an industry standard road truck On site electric and plumbing connections are provided by others. Plumbing connection provided will consist of stub out beneath fixtures. Any manifolding provided will not be the responsibility of GECMS. Installation is for"Construction'or standard non-engineered foundation plan unless otherwise quoted. "Code"or installation requiring engineered foundation plans will result in additional charges. Jackstand piers may be substituted for block where practical. Ea/Ee 39tld 6VITQOW -IV.LIdtlO 39 9SOVELLete EE:Et Z667/66/60