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03-15-12
MINUTES POLICE BUILDING AD HOC COMMITTEE MEETING March 15, 2012 — Week 4 COMMISSION CHAMBER, 800 SEMINOLE ROAD IN ATTENDANCE: Chairman Jack Varney Mr. Arthur Corsano Mr. Steve Lindorff Mr. Don Ford Mr. Mitchell Reeves Ms. Juliette Hagist Mr. Chris Rule Mr. Stephen Kallao Mr. Jim Smith Mr. Louis Keith Mr. William Whittington Ms. Darlene Kelley Facilitator Tiffany Busby Chief of Police /Liaison Mike Classey ABSENT: HANDOUTS (Week 4): Agenda, Minutes from 3/08/12 (Week 3), Atlantic Beach Police Department - Atlantic Beach Florida Architects Design Group Winter Park, FL View Proposed Building Locations /Markers in Parking Lot (All) Chairman called the meeting to order at 6:00 p.m. and confirmed there was a quorum. Chief Classey explained the markings in the parking lot. ADG's proposed building was indicated with orange paint and Mr. Corsano's proposed building was indicated in green paint. Chief Classey escorted the committee members and visitors around the proposed site. WELCOME AND CALL TO ORDER (Jack Varney) Attendance / introductions Confirm quorum Chairman Jack Varney called the meeting to order inside the Commission Chambers at 6:20 p.m. Chairman Varney introduced Ian and Selena from Architects Design Group, Winter Park, Florida. The chairman confirmed there was a quorum. Report on Commission resolution to alter the charge to the Committee The Chairman reported that at the Commission meeting on 3/12/2012 a request to amend the Police Ad Hoc Committee's charge was submitted and passed by the Commissioners. Chairman Varney read the Request to the committee members. Listed below are the amended charges: 1. The committee has the latitude to examine any option that the majority of the committee considers viable. 2. The Chair and the Facilitator are directed to not discourage discussion on other viable options. 3. The Committee is assured that the 8 week recommendation to finalize the Committee's work pertaining to the charge is not a mandate and this Commission is more than willing to extend the sunset provision if a majority of the Committee is in agreement that additional time is required to satisfactorily complete their charge. Business Items (Tiffany Busby) Review meeting minutes from March 8, 2012 March 15, 2012 Police Building Ad Committee Meeting Page 2 Week 4 The following questions /responses were not included in the March 8, 2012 minutes: 1 - Mr. Hanson was asked about the Design build concept 2 - Mr. Hanson was asked if funds are available to the committee to obtain drawings from an expert for an alternate plan proposed 3 - Commander Gualillio's presentation Page 4 Question was asked of Commander Gualillo if the Police Department has missed any property from the property and evidence room. 4 - Page 5 - The minutes do not reflect the square footage of Mr. Corsano's option - single story on drawing presentation included square footage like to have it included in the minutes for reference - Note Mr. Corsano's sketch page included a notation at the bottom of the page: single story -9300 sq ft - 2.5 million renovate 6000 SCI ft - .5 million 15,300 sq ft $3.0 million Renovated Bldg.: Animal Control, Locker rms, EOC training, conf. rms, Secure car @ Sally port., more storage, break rms, dual purpose The committee agreed to have the minutes revised. Lewis made a motion to table approving the minutes; Rule seconded. Discussion: All in favor: yes; Oppose: none Action item: Approve meeting minutes from March 8 (TABLED) Chairman Varney advised the minutes from March 8th are tabled until revised. Facilitator Busby reiterated to the committee members the following: Remember to follow the ground rules and Use your microphone. SPATIAL ANALYSIS AND NEW BUILDING DESIGN (ADG Architects) [handout] Results of spatial analysis Original versus current building design Cost projections and adjustments Cost estimates on a two - building approach Representatives from Architects Design Group Winter Park presented the following: An aerial view of the existing concept design responsive to the guidelines set forth at the time - the architects' proposed police building consists of a two story design, minimal impact to the public park, a facade to match campus design and to create a civic plaza. He explained the location of the sally port due to the closeness of the property line and setback requirements. The connectors (covered walkways) were eliminated due to cost implications. Sketches: a view from the park sketch of the proposed building a view from the creek sketch of the proposed building March 15, 2012 Police Building Ad Committee Meeting Page 3 Week 4 Floor plans of each level Current Design Budget — includes value engineering ABPD: Estimate of probable Development Cost: 3/07/2012 Costs developed by a construction cost estimating firm: Building Construction Cost (Includes Alternatives & VE Items) $3,689,083 Site Development/Landscaping & Irrigation Allowance $ 480,769 Subtotal $4,169,852 Security Systems: CCTV (closed circuit tv) + Door Access $35,000 + *$110,000 (City Vendor Estimate 75,000 $204,500 FF & E (Furnishings, fixtures and equipment) $204,500 Total of building Components $314,500 Considered a "Soft cost" that every project like this incurs based on specialized needs of user or agency. *$110, 000 -. Request to see the details. This is a substantially high amount since it is not bid pricing. IT provided the number of access control needed. All projects will include Site Development /Landscaping & Irrigation and the "Soft costs" Subtotal $4,484,352 A & E Fees $ 400,544 Total Estimated Development Costs (with sustainable features): $4,884,896 Soil condition - discussion. A lot of the costs were directly born by the subsurface conditions. The soil conditions were taken where the foot print of the building is proposed (west side of the creek) and the results determined the structure. The structural framing system foundation would have to be used for whatever building is built at that location. The subsurface soil conditions have no bearing capacity. The Geo- technical report is specific to the test on the site where the building was proposed to be built (the west side of the creek). A request was made for a written copy of the soil testing. For consideration on the east side of the creek, it is recommended to have borings about 30 feet deep. Typically, 4 or 5 borings would cost less than $5000. A member commented it is the same property so why take additional soil samples, when history advises you need to build a structure on pilings. Engineers will request a Geo - technical report. When the existing building was built, the dump had been mapped down 16 feet deep. The map of the dump was requested, if it is available. The soil samples (30 feet deep) determined the need for pilings; the foundation cannot consist of a slab on grade. CURRENT DESIGN BUDGET — INCLUDES VALUE ENGINEERING Building Savings Implemented in Current Design 3/07/2012 Value Engineering Items Installation of Single Ply Roofing System in lieu of Standing Seam Metal Roofing $36,801 March 15, 2012 Police Building Ad Committee Meeting Page 4 Week 4 Revise Interior Finishes implementing lower cost materials $23,000 If budget permits, Alternates Alt #1 CMU in lieu of Chain link fence {typo error} $79,585 This is an add alternate for a concrete block wall. Alt #2 Delete Aluminum Sunshade Devices $31,330 Alt #3 Provide Sealed Concrete Flooring at Evidence Processing Lab $ 2,500 Total Value Engineering & Alternate Savings $173,206 Roof — discussion. A committee member posed a question asking what was the thinking regarding the roof slope and the big windows. The member expressed the concern of the citizens that the proposed building would dwarf City Hall structure. ADG representative explained their proposal using the Single Ply Roofing System would keep the structure lower. Thirty -six inches of structure and roofing and that was the lowest profile they could come up with in order to keep it lower; the roof line is 30 feet above grade. The windows allow for natural light (high performance glass to cut down on the heat and glare) and keep the cooling cost down by using a glazing system. Window - discussion. The windows will keep the cooling cost down. The proposed windows are used in EOC's (Emergency Operation Centers). One member mentioned the City Hall's height is 35 feet. The current design does not meet the energy efficiency new models 2010 Florida Building Code - Section 808 Energy Conservation 808.1 Minimum requirements — Alterations subject to this chapter shall comply with the requirements of the Florida Building Code. Energy Conservation Florida Building Code 2010 — Design impact - adopted March 15, 2012 (typo 2010, corrected 2012) - Requires design review rerun energy model calculations upgrade insulation at roof and walls review glazing selection review MEP and HVAC selection - Structural requirement appears to be the same as current design - Possible impact to building cost ? ? ?? This section included a map of Florida with the Wind -borne Debris Region Atlantic Beach was marked on the map 130 mph and within 1 mile of the coast Discussion — discrepancy in the final amount. A committee member referred to the current design budget ($4, 844,896), the next page shows ADG found $173,206. Those numbers are adjusted in the total. A previous document reflects the cost of 4,475,000, even with the savings, ADG increased the amount by $409,000. The contractors' soft costs (general conditions, insurance and bonds) were not identified in that document. March 15, 2012 Police Building Ad Committee Meeting Page 5 Week 4 Cost — ADG was advised last fall to place the project on hold. There are cost implications to the new code based on the existing design. The city owns the CDs (working drawings) that were ready to be submitted for permit last fall, but now they do not meet the current code without the updates. ADG asked the consultants to evaluate the working drawings against the new code. Question regarding the number of pilings needed - Piling system depends if you build vertical or horizontal. The changes to the building codes are about energy consumption. The new building codes do not affect the structure proposal. Discussion: Wind force. ADG's proposal includes window glazing. If regular windows and a protective mechanism attached to a substrate that meet those wind pressures, then shutters could be used over standard windows. Hurricane shutters require manpower for installation. Their engineer's proposal is for wind force of 135 mph. The ADG representative advised their drawing met the code requirements at the time of the design. Discussion: Sea level. The proposed building is with a finished floor at 9.5'. The ADG representative was asked about FEMA's new flood zones. He reiterated ADG worked with the information at the time and Water Management approved the proposal at the time. Some committee members wanted to discuss the plans technical issues; some members indicated some of the issues will be resolved during the permitting process. Project Schedule Description of Task — calendar March 2012 thru February 2014 Current Building Design - (the tasks are highlighted on the calendar the length of time allotted) 1 - Florida Building Code 2010 Revisions to Current Design 2 - Permitting & Bidding 3 - Construction of Building and Site Improvements -12 Mo. 4 — Final Certificate of Occupancy CURRENT DESIGN SCHEDULE - Review Florida Building Code 2012 for compliance -Go out for bid and permit - Occupy building by June 2013 COST FACTORS FOR A NEW POLICE FACILITY - Essential building code requirements (wind, impact, etc ) - Specialized area needs (Communications, Sally ports, IT server rooms, etc....) -NFPA 1221 Guidelines for communication spaces -Site and building security - Redundancy and back -up systems - State of Florida Sustainable design criteria - Minimize footprint to avoid public park - Match exterior of City Hall by use of wood cladding - Zoning and design guidelines - Minimize impact to surrounding buildings and on -going operations -Site Soil conditions and creek March 15, 2012 Police Building Ad Committee Meeting Page 6 Week 4 Program / Space Needs Analysis A copy of: Executive Summary — Development Option A (on -site) This portion included a chart: Space Designation Space Requirements (square feet) No. Space Function Phase I Phase II Phase III YEAR: YEAR: YEAR: 2009 2015 2020 1.0 Administration 1,175 1,175 1,175 2.0 Records 905 905 1,035 3.0 Animal Control 156 156 156 4.0 Investigations Division 1,009 1,175 1,175 5.0 Property & Evidence 1,495 1,495 1,911 6.0 Patrol Division 1,557 1,557 1,692 7.0 Communications 868 868 1,076 8.0 Facility Functional Area 2,844 3,104 3,104 9.0 Facility Services 3,104 3,104 3,104 10.0 Total 13,113 13,279 14,350 SPACE NEEDS ANALYSIS -Meets national standards - reductions made with staff -meet CALEA (The Commission on Accreditation for Law Enforcement Agencies Standards) - Specialized needs - Communications - IT Servers - Sally Port - Evidence processing - Other critical functions SPACE NEEDS ASSESSMENT — MODULAR SPACE STANDARDS This section contained sketches (3 dimensional) and charts of offices and conference rooms including the measurements of the areas in square feet, dimensions, description and the components in the room. Space needs assessment — discussion. Question was raised regarding the size 12x14 for a commander's office. The response was 12x14 is a standard, recommended guideline utilized nationally, but there are areas that have guidelines published. ALTERNATE SITE PLAN: The alternate site plan consists of an aerial view of a proposed new 9,300 square foot, one story police building built on the west side of the creek and proposed renovated 6,000 square feet of the existing building with a connecting bridge. It also matches the campus design. ESTIMATE OF PROBABLE COST — INCLUDES 50% THRESHOLD COST March 15, 2012 Police Building Ad Committee Meeting Page 7 Week 4 ADG estimated on the high side due to the uncertainty of all the potential variables at this early stage. ABPD: Estimate of probable Development Cost TOTAL COSTS The numbers came from their Construction cost estimators. Selective Demolition (6,000 SF © $30.00 /SF) $180,000 Renovation (6,000 SF © $140.00/SF $840,000 Building Envelope Walls (6,000 SF @ $25.00 /SF) $150,000 Building Envelope Roof (6,000 SF ©$45.00/SF) $270,000 1 Story Building Addition (9,300 SF @ $265.00/SF) $2,464,300 Bridge / Connector (10' x 80' © $300.00 /SF $240,000 Site Development and Landscape (West side Parking) $480,769 2010 FBC Energy Conservation Premium Cost TBD Sub -Total $4,625,069 Security Systems: CCTV + Door Access (City Vendor Estimate $35,000 + *$110,000 FF & E (Furnishings, fixtures and equipment) 75,000 $204,500 $204,500 Total of building Components $314,500 Sub -Total $4,939,569 Temporary Relocation Costs (Moving, Communications) $70,000 A & E Fees ($4,254,300.00 @ 10.5 %) $446,702 Total Estimated Development Costs (with sustainable features): $5,456,271 Estimate of probable cost -not aware of what is needed to do bring the whole (Police /Fire) building up to code — Discussion. The Police Department comprises of 6000 square feet with the Fire Department equals 10,000 square feet. The renovation plan would not to trigger the threshold — windows roof (code issue). The cost would depend on the magnitude of renovations. The ADG representative mentioned issues to consider when renovating: Air conditioning, electrical, plumbing, and air quality. Value Summary 2011 Certified 2012 In Progress Value Method CAMA CAMA Total Building Value $1,361,501.00 $1,313,139.00 Extra Feature Value $260,090.00 $251,759.00 Land Value (Market) $2,374,340.00 $2,374,340.00 Land Value (Agric.) $0.00 $0.00 Just (Market) Value $3,995,931.00 $3,939,238.00 Assessed Value $3,995,931.00 $3,939,238.00 March 15, 2012 Police Building Ad Committee Meeting Page 8 Week 4 Cap Diff /Portability amt $0.00 / $0.00 $0.00 / $ 0.00 Exemptions $3,995,931.00 See below Taxable Value $0.00 See below SECTION 405 ALTERATION — LEVEL 3 405.1 Scope. Level 3 alterations apply where the work area exceeds 50 % of the aggregate area of the building and made within any 12 -month period. Exception: Work areas in which the alteration work is exclusively plumbing, mechanical or electrical shall not be included in the computation of total area of all work areas. 405.2 Application Level 3 alterations shall comply with the provisions of Chapters 6 and 7 for Level 1 and 2 alterations, respectively, as well as the provisions of Chapter 8. RENOVATION COST THRESHOLD - RENOVATION AREA EXCEEDS 50% OF BUILDING AREA = LEVEL 3 RENOVATION - RENOVATION VALUE EXCEEDS 50% OF STRUCTURES VALUE - RENOVATION SHOULD MEET ESSENTIAL FACILITY CODE DUE TO OCCPANCY SUBSTANTIAL IMPROVEMENT. Any repair, reconstruction, rehabilitation, addition or improvement of a building or structure, the cost of which equals or exceeds 50 percent of the market value of the structure before the improvement or repair is started. If the structure has sustained substantial damage, any repairs are considered substantial improvement regardless of the actual repair work performed. The term does not, however, include either: 1. Any project for improvement of a building required to correct existing health, sanitary or safety code violations identified by the building official and that are the minimum necessary to assure safe living conditions. 2. Any alteration of a historic structure provided that the alteration will not preclude the structure's continued designation as a historic structure. PROJECT SCHEDULE Description of Task — calendar March 2012 thru February 2014 Current Building Design - (the tasks are highlighted on the calendar the length of time allotted) Alternate Building Design — (the tasks are highlighted on the calendar the length of time allotted) RENOVATION DESIGN SCHEUDLE - Design and review new building and renovation -Go out for bid and permit - construct and occupy building by February 2014 March 15, 2012 Police Building Ad Committee Meeting Page 9 Week 4 A committee member asked if ADG was given a budget in their initial conversations with the City manager and Assistant City Manager. ADG representative's response was: they started with budget numbers. What budget number did they give you? He did not recall. The cost is a genesis of the programming study that ADG developed, with staff input, and ADG put estimates of probable development costs as the design developed. The soil conditions and everything else led to influencing the building design. The foundation is a large share of the costs and is much higher than anyone anticipated. There have been increases in the budget to accommodate the development of that piece of property. Discussion — ADG representative was asked if ADG could design a 3 million building that would meet the needs of the police department. Response was yes — if they reduced the proportion. The following costs would not change - cost per square foot, basic design for site specific, exposure to the coast, and the security and technology systems that they have said are needed working with the city's vendors . Discussed: turn -key development cost combination with design build projects. ADG's representative's response — The State Critical Design Team's experience is that the design build is not for law enforcement. The numbers submitted for ADG's proposal are from August, 2011. It was pointed out that there would be a substantial savings to renovate 4,999 square feet rather than 6,000 square feet. ADG advises cost versus schedule; cost is more important to COAB. ADG's representative advised the committee members to avoid renting space since it would force the Police Department to move twice. The GEO report will be sent to Chief Classey. VARIOUS OPTIONS After hearing the presentation from ADG regarding their proposed 2 story 14,350 square feet on the west side of the creek and adapting Mr. Corsano's 1 story 9300 square feet and renovating 6000 of the existing facility, various options were mentioned. The discussion evolved into the location — west side of the creek, west and east side of the creek and east side of the creek., The 9,300 square feet option by Mr. Corsano: Since the 9,300 square feet drawing was satisfactory with committee members at the end of the last meeting, the members were asked if funds were available to put the drawing to scale. Mr. Hanson indicated last week that some funds are available for the committee. Mr. Corsano advised an architect, who is sitting in the audience, agreed to volunteer his time to put something worthwhile to scale, so the committee could get a better idea of the design. A request was made to put in writing his agreement stating the drawing would be the property of the City. Discussion: Floor plan. When drawing up a floor plan, Chief Classey requested the Police Department have input regarding the layout of the police operation. Chief Classey pointed out in Mr. Corsano's drawing there is not work space for the five detectives. CONSIDERATIONS: new versus renovate The discussion evolved in strongly considering the east side of the creek. Various options of renovating or building new were mentioned. Keith made a motion to send Kallao to meet with ADG on a fact finding mission to explore an addition on east side of the ditch, Rule seconded, the committee members voted yes. March 15, 2012 Police Building Ad Committee Meeting Page 10 Week 4 Sub - committee — discussion. The chairman could appoint a sub - committee to accompany Mr. Kallao, post as a subcommittee that anyone could accompany Mr. Kallao; proper notice of 24 or 48 hours, but Mr. Kallao would be the spokesman. The committee decided to hold off on having the individual putting to scale the footprints of Mr. Corsano's plans until Mr. Kallao reports back on his results. Condition of the existing building — discussion. Concerns were voiced regarding the condition of the existing facility with the significant substandard code issues. Mr. Ford advised he has the floor plans of the existing police building. He advised the building mainly consists of partition walls, stress beams span the whole building, the walls can easily be moved, plumbing costs so a study would be needed to find out what can done. A decision has not been made to take down the building. Questions and discussion Wrap up (Tiffany Busby) Next meeting: Thursday, March 22nd at 6:00 p.m. Review of action items Delay the architect drawing by the volunteer Listed below are some of the issues that came out of the discussion and that need to be addressed: A request CCTV: door estimates If borings will be needed on the east side if any construction is proposed Is prior landfill map available? (check with Building Official Michael Griffin) Cost estimate on additional fees to meet the new building codes passed on 3/15/2012. (ADG) East side — check to see if building is feasible ADJOURN (Jack Varney) There being no further discussion, Chairman Varney declared the meeting adjourned at 8:45 p.m. l &may Varney, ChaiErTrair Minutes prepared by: Diane Graves