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Home My WebLink Aboutord2014-074WHATCOM COUNTY COUNCIL AGENDA BILL NO. CLEARANCES Initial Date Date Received in Council Office _ Agenda Date Originator. f gig /f /3f/�1 11/12/14 n 2C I� 2�VED 11125114 Division Head: Inl L� Dept Head NOV 0 4 2014 . : ' L Prosecutor: J I� WHATCOM COUNTY Purchasing /Bud t: COUNCIL Executive: TA W , /I by A-7 2014 -361 Assi ned to: Intro Finance Committee, Council TITLE OF DOCUMLWT. An Ordinance Establishing the 2015 Girard Street Building Improvement Fund and Establishing a Project Based Budget for Girard Street Building Im rovements ATTACHMENTS: Ordinance and Exhibit "A" SEPA review required? ( ) Yes ( X ) NO Should Clerk schedule a hearing ? ( ) Yes ( X) NO SEPA review completed? ( )Yes (X ) NO Requested Date: SUMMARY STATEMENT OR LEGAL NOTICE LANGUAGE. (If this item is an ordinance or requires a public hearing, you must provide the language for use in the required public notice. Be specific and cite RCW or WCC as appropriate. Be clear in explaining the intent of the action.) Request establishes the 2015 Girard Street Building Improvement Fund and requests a project based budget for Girard Street Building improvements of $511,000. .............. . COMMITTEE ACTION. 11/25/2014: Approved in Finance Committee, forwarded to Council for approval COUNCIL ACTION. 11/12/2014: Introduced 7 -0 11/25/2014: Adopted 6 -1, Brenner opposed, Ord. 2014 -074 ...... .... Related County Contract #: Related File Numbers: Ordinance or Resolution Number: Ord. 2014 -074 SPONSORED BY: Executive PROPOSED BY: Executive INTRODUCTION DATE: 11/12/14 ORDINANCE NO. 2014 -074 ESTABLISHING THE 2015 GIRARD STREET BUILDING IMPROVEMENT FUND AND ESTABLISHING A PROJECT BASED BUDGET FOR GIRARD STREET BUILDING IMPROVEMENTS WHEREAS, the Health Department's Girard Street location requires the following work: • replacing two heat pumps and one gas pack rooftop unit • replacing 17 through- the -wall heating units • replacing single pane windows • replacing the torch down section of the roof • performing sidewalk repairs • performing parking lot asphalt repairs • providing minor remodeling, and WHEREAS, explanations for these projects are presented in Exhibit A, and WHEREAS, the 2015 -2016 biennial budget includes funding for these projects, and WHEREAS, Section 6.80 of the Whatcom County Home Rule Charter allows for project - based capital budget appropriation ordinances that lapse when the project has been completed or abandoned or when no expenditure or encumbrance has been made for three (3) years, NOW, THEREFORE, BE IT ORDAINED by the Whatcom County Council that a new fund is hereby established effective January 1, 2015 titled 2015 Girard Street Building Improvement Fund. This fund shall be used to account for the revenues and expenditures of the Girard Street improvements listed above, and, BE IT FURTHER ORDAINED by the Whatcom County Council a project budget of $511,000, funded by a Public Utilities Improvement Fund transfer, is approved for improvements as described in Exhibit A. L'J AD$P 01 ,K day of -r Dana Brown -D vis, Council Clerk-- P APPRDVEI[7J �I �,CQ FORM: Civil Deputy Prosecutor November 2014. WHATCOM COUNTY COUNCIL WHATCOM COUNTY, WASHINGTON Carl Weimer, Chair of the Council ra App ( Denied Jack Louw , Co ecutive Date: /01 / 4 E XHi iT 4 2015 -2016 Budget Preparation - Regular Additional Service Request Administrative Services Facilities Management ASR # 2015- 5338 Fund Cost Center Originator. M Caldwell Expenditure Type: One -Time Add'I FTE ❑ Add'I Space ❑ Priority Name of Request: PB Girard Street projects Costs: Object Object Description 2015 Requested 2015 Approved 2016 Requested 2016 Approved 7060 Repairs & Maintenance $376,000 $376,000 $0 $0 ......... ........ .. ............. ..... ......... 7350 Buildings &Structures $135,000 $135,000 $0 $0 8301.332 Operating Transfer In ($511,000) ($511,000) $0 $0 Totals $0 $0 $0 $0 1. Description of Request. a) Describe the proposed activity or service, and indicate whether it is a higher or lower priority than existing services in your department budget. Project budget for several projects connected with the Health Department's Girard Street location. These projects include sidewalk repairs, parking lot repairs, replacing 2 heat pumps and 1 gas pack rOOftop units, remodeling of Girard in preparation for the move of State Street personnel to Girard Street, torchdown section of roof, 17 thru - wall - upgraded heating units, and replacing single pane windows. See attached capital improvement requests for the last 4 projects. b) Who are the primary customers for this service? Health Department employees and customers 2. Describe the problem this request addresses and why Whatcom County needs to address it. Sidewalk repairs ($13,000) - The sidewalks are buckling and causing trip hazards Parking Lot Asphalt Repairs ($9,000) -The lot is degrading to the point that it is alligatoring. As the surface degrades the water runs behind the asphalt and freezes causing more destruction. Replace 2 heat pumps & 1 gas pack rooftop unit ($39,000) -The two heat pumps were installed in the 1970's and the gas pack was installed in the 1980's. The life cycle of all these units are 20 years. They are long past being reliable and need to be replaced. Remodel of Girard for Health Dept move ($135,000) - see attached capital improvement request Torchdown Section of Roof ($60,000) - see attached capital improvement request 17 Thru - the - Wall Upgraded Heating Units($135,000) - see attached capital improvement request Replace Single Pane Windows ($120,000) - see attached capital improvement request 3. Options a) What other options have you considered? Why is this the best option? Sidewalk repair - no other option Parking Lot repairs - There are no other options. Lack of maintenance over the years has caused this damage. Rooftop units -The option of not replacing these units over the last few budget cycles have been exhausted. They are long past the reliability and need to be replaced. b) What are the specific cost savings? (Quantify) Sidewalk repair - less liability Parking Lot - fix and repair versus replacement Rooftop Units - The new units will be much more energy efficient and will save energy costs. 4. Outcomes/ Objectives a) What outcomes will be delivered and when? Sidewalk Repair - This work will provide a safe walkway for employees and the citizens that use these walkways Parking Lot - Asphalt repairs will be accomplished in 2015. Rooftop Units - The replacement of these three units will give reliability to the heat and cooling systems b) How will you know whether the outcomes happened? Thursday, October 09, 2014 Rpl: ASR - BY DEPT Req and App 2015 -2016 Budget Preparation - Regular Additional Service Request Administrative Services Facilities Management Fund Cost Center Originator. M Caldwell Completion of projects 5. Other Departments /Agencies a) Will this ASR impact other departments or agencies? If so, please identify the departments and /or agencies impacted and explain what the impact(s) will be. Will need to coordinate each project with the Health Department b) If another department or agency is responsible for part of the implementation, name the person in charge of implementation and what they are responsible for. 6. What is the funding source for this request? Rural Sales Tax Fund (EDI) Thursday, October 09, 2014 Rpt: ASR - BY DEPT Reg and App CAPITAL IMPROVEMENT REQUEST FORM Please submit a separate form for each project that fits into any one of the following categories: • Capital improvements over $50,000 • Capital improvements that propose REET or EDI funding • Capital improvements required to meet adopted County Comp Plan level of services (LOS) Standards Date Submitted: Oct. 10, 2014 Capital Improvement Title: 509 Girard Street Department: Facilities Management Originator: Michael Russell Department Head Signature: Type of Project: El Equipment El Software ®Capital Facility El Maintenance ❑Other: Answer the following questions. Indicate the source of your data where applicable. 1.) Capital improvement description (include square feet, acres, miles of trails, jail beds, etc): This CIP is for the remodel of 509 Girard Street to prepare clinic spaces and additional improvements to the building as needed for the move from the State Street Building to 509 Girard Street - $135,000. 2.) What is the problem this Capital Improvement will address? This remodel of 509 Girard Street is necessary to prepare clinic spaces and additional improvements to the building as needed for the move from the State Street Building to 509 Girard Street 3.) Location (address, Assessor's parcel number or map): 509 Girard Street 4.) How will this capital improvement benefit our citizens? This CIP is a necessary step in the multi -step program of remodels planed for CCA, State Street Building, 509 Girard Street and the vacating of NW Annex. 5.) Is this capital improvement required to comply with laws, regulations or LOS standards? (Explain) Yes, it is a requirement to have sinks and washing stations in or next to the clinic areas. 6.) Will this capital improvement increase efficiency in providing a public service? How? Yes, by insuring the continued use of Health Department programs. 7.) Will this capital improvement reduce annual operating costs? Please quantify. No 8.) Will this capital improvement impact other county departments? How? We will need to coordinate this work closely with the Health Department. 9.) Will this capital improvement reduce future capital costs? How? By prolonging the life of the building in its usefulness with the Health Department programs. CAPITAL IMPROVEMENT REQUEST FORM Please submit a separate form for each project that fits into any one of the following categories: • Capital improvements over $50, 000 • Capital improvements that propose REET or EDI funding • Capital improvements required to meet adopted County Comp Plan level of services (LOS) Standards Date Submitted: May 15, 2014 Capital Improvement Title: Torch Down Section of Health Department Roof Department: Facilities Management Originator: Michael Russell Department Head Signature: Type of Project: ❑Equipment ❑Software ®Capital Facility ❑Maintenance ❑Other: Answer the following questions. Indicate the source of your data where applicable. 1.) Capital improvement description (include square feet, acres, miles of trails, jail beds, etc): Health Department Torch Down Section of Roof - $60,000 2.) What is the problem this Capital Improvement will address? This roof has been leaking for several years; the building is occupied by the Health Department and is a County Asset that needs to be maintained. The roof will add needed years to the building. 3.) Location (address, Assessor's parcel number or map): Health Department — 509 Girard 4.) How will this capital improvement benefit our citizens? The continued use of this building 5.) Is this capital improvement required to comply with laws, regulations or LOS standards? (Explain) This improvement will insure the continued use of the building for the need of the Health Department 6.) Will this capital improvement increase efficiency in providing a public service? How? Yes, to provide a clean, leak free environment for the Health Department to provide services for the public. 7.) Will this capital improvement reduce annual operating costs? Please quantify. It will reduce patch & repairs — as well as eliminate the possibility of mold from leakage. 8.) Will this capital improvement impact other county departments? How? No 9.) Will this capital improvement reduce future capital costs? How? Yes, the longer repairs are prolonged the more of a financial impact it will have on the County CAPITAL IMPROVEMENT REQUEST FORM Please submit a separate form for each project that fits into any one of the following categories: • Capital improvements over $50,000 Capital improvements that propose REET or EDI funding Capital improvements required to meet adopted County Comp Plan level of services (LOS) Standards Date Submitted: May 15, 2014 Capital Improvement Title: Health Dept. — 17 Singer PTAC Units /PTHP Units Department: Facilities Management Originator: Michael Russell Department Head Signature: Type of Project: ❑Equipment ❑Software ®Capital Facility ❑Maintenance ❑ Other: Answer the following questions. Indicate the source of your data where applicable. 1.) Capital improvement description (include square feet, acres, miles of trails, jail beds, etc): Health Department 17 Singer PTAC Units /PTHP Units (through the wall HVAC units) that are 25+ years old. - $135,000 2.) What is the problem this Capital Improvement will address? This Capital Improvement will replace 17 HVAC wall units that have out lived their lifecycle. These units are essential to maintain the quality of conditioned air for the Health Department. 3.) Location (address, Assessor's parcel number or map): Health Department — 509 Girard 4.) How will this capital improvement benefit our citizens? These units have out lived their lifecycle, new units will be much more reliable and energy efficient. 5.) Is this capital improvement required to comply with laws, regulations or LOS standards? (Explain) Indoor air quality 6.) Will this capital improvement increase efficiency in providing a public service? How? These units will be much more energy efficient and provide better conditioned air for the building 7.) Will this capital improvement reduce annual operating costs? Please quantify. Units will be more energy efficient, Savings on Electric of about 15 -20% HVAC costs 8.) Will this capital improvement impact other county departments? How? Health Department, more efficient & reliable climate controls 9.) Will this capital improvement reduce future capital costs? How? Longer the wait, the higher the costs CAPITAL IMPROVEMENT REQUEST FORM Please submit a separate form for each project that fits into any one of the following categories: • Capital improvements over $50,000 • Capital improvements that propose REET or EDI funding • Capital improvements required to meet adopted County Comp Plan level of services (LOS) Standards Date Submitted: May 15, 2014 Capital Improvement Title: Storefront Windows for the Health Department Department: Facilities Management Originator: Michael Russell Department Head Signature: Type of Project: ❑Equipment ❑Software ®Capital Facility ❑Maintenance ❑Other: Answer the following questions. Indicate the source of your data where applicable. 1.) Capital improvement description (include square feet, acres, miles of trails, jail beds, etc): New Storefront Windows for the Health Department- $120,000 2.) What is the problem this Capital Improvement will address? This will replace the single pane windows at 509 Girard. These windows are 50 plus years old and are very inefficient. 3.) Location (address, Assessor's parcel number or map): Health Department — 509 Girard 4.) How will this capital improvement benefit our citizens? This will reduce energy cost and reduce drafts for this building. 5.) Is this capital improvement required to comply with laws, regulations or LOS standards? (Explain) No 6.) Will this capital improvement increase efficiency in providing a public service? How? Yes, energy efficiency will be drastically changed from single pane windows to a much higher efficient window. 7.) Will this capital improvement reduce annual operating costs? Please quantify. Yes, the efficiency improvement will reduce energy costs, approximately 5% - 10% of electric & gas 8.) Will this capital improvement impact other county departments? How? This capital improvement will only impact the Health Department at 509 Girard 9.) Will this capital improvement reduce future capital costs? How? We will reduce energy usage by installing more effective windows.