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HomeMy WebLinkAboutJoint Public Safety Building Work SessionJoint Public Safety Building Proposal History Mid 2018 While working on Federal Hazard Mitigation Planning, started conversations with Clallam County related to possibility of planning a joint public safety building to house EOC, PenCom and Fire station facilities February 2019 Council approves collaborative City/County effort to explore possibilities July 2019 Council requests financial analysis of proposed locations July 2019 Several sites are considered, and Port 1010 building is determined best option February 2020 OAC is chosen to develop cost proposals in pre-engineering/design report March 2020 OAC provides initial 1010 cost estimates Sept. 2020 1010 determined not viable. Alternative 19th and “O” Street option is proposed Council Motions to Date Council Meeting February 5, 2019 It was moved by French and seconded by Kidd to: ▪Authorize the Police and Fire Departments to begin a collaborative effort with Clallam County to explore options for a joint City/County EOC to be co-located with a new PenCom facility. Motion carried 6-0 Council Meeting July 16, 2019 It was moved by Dexter and seconded by Moran to: ▪Authorize Manager West to begin the process of exploring a lease agreement for the 1010 Building for the joint EOC/ PenCom and other activities laid out in the memo provided. Motion carried 5-0. It was moved by Schromen-Wawrin and seconded by French to: ▪Request the City Manager to bring financial plans to City Council for the 1010 Building and of vacant city properties on 18" Street and 16`h Street or both for the EOC consideration. Motion carried 5-0. Advantages of a Joint Effort ▪Shared construction costs-20% more expensive as solo / stand alone projects. OAC Report ▪Conservation of valuable capital funds ▪Leveraged grants –State and Federal advantage to joint project Site Selection Criteria ▪Proximity to the Airport ▪Infrastructure Availability ▪Security ▪Emergency Vehicle Access and Egress ▪Adequate Space ▪Natural Disaster Survivability Previous Site Considerations Vacant City property on West 18th ▪This site was evaluated as a comparison to 19th and “O”. ▪Further analysis provided in this Ppt. City property on 16th that is currently in use by the Parks Department ▪This site was ruled out due to cost and location considerations. ▪Land clearing and improvements needed are significant. ▪Not close enough to the airport for EOC. ▪Does not meet core site selection criteria. Port of Port Angeles “1010” industrial building located at the airport ▪This site was ruled out due to excessive costs of building modification. ▪Seismic retrofit of 1010 building-Costly and cannot be guaranteed. ▪Poor location (e.g., poor Fire access and egress). ▪Overall 1010 location not affordable or feasible. Skills Center building located at 904 B Street. ▪This site was ruled out. ▪School District has subsequently moved in and occupied the building. Site Selection Analysis THIS IS A “HEAT MAP” THAT SHOWS PORT ANGELES FIRE DEPARTMENT RESPONSES 5th Street Existing Fire Station 18th & M Location Response Distances 19th & O Location Response Distances Preferred Sites Based the information from OAC pre-engineering and design process, we have narrowed site selection to two potential sites Port Property –19th and O ▪450 yards from 1010 Building ▪Adjacent to the Airport ▪Utility and stormwater infrastructure in place ▪Requires a lease from the Port West 18th/ M St. ▪City owned property ▪Potential good access and egress OAC Final Report Joint EOC/ 9-1-1 Dispatch Center / Westside Fire Station Building. Why is it $8,233.816 @ 19,000 Square Feet ? Codes and Standards: ▪International Building Code –2018 ▪International Energy Conservation Code –2018 ▪City of Port Angeles Municipal Code ▪National Fire Protection Association (NFPA) 1221 -Standard for the Installation, Maintenance, and Use of Emergency Services Communications Systems ▪NFPA –Miscellaneous Standards ▪Motorola R56 –Standards and Guidelines for Communication Sites ▪National Emergency Numbers Association (NENA) Standards ▪Federal Emergency Management Association (FEMA) 543 –Design Guide for Improving Critical Facility Safety from Flooding and High Winds OAC Final Report (continued) 18th and M 19th and O Sitework(onsite) $2,035,018 $1,251,618 Sitework M Street $1,491,940 -0 - Sitework 18th Street $ 277,301 -0 - Sitework 16th Street $ 410,901 -0 - General Conditions $ 630,000 $540,000 Total Estimated Construction Cost (Escalated) $13,863,715 $10,426,451 Delta= -$3,437,264 Operating and Maintenance Costs 2021 50-Year Total 1. Utilities Total $ 91,000 $ 6,446,327 Utilities -PenCom $ 36,000 $ 2,589,073 Utilities -EOC $ 31,000 $ 2,131,206 Utilities -Fire $ 24,000 $ 1,726,049 2. Building Maint. $ 31,000 $ 9,869,222 Maint. -PenCom $ 14,000 $ 4,710,571 Maint. -EOC $ 12,000 $ 3,517,378 Maint. -Fire $ 5,000 $ 1,641,274 3. Lease -Land $ 44,431 $ 2,281,638 (19th and O property –1.7 acres/74,000 sq ft @ .05/sq ft) Financial Analysis Financial Analysis – Infrastructure & Stormwater Costs ANNUALS COST 50 YEAR TOTAL Land Lease Costs (50 yrs = 2.28 million)44,738$ 2,281,638$ Utilities 91,000$ 6,446,327$ Equipment Maintenance 90,000$ 4,500,000$ Building Maintenance 31,000$ 9,869,222$ -$ TOTALS 256,738$ 23,097,187$ PORT LEASED COSTS ANNUALS COST 50 YEAR TOTAL NPDES Annual Permit (Minimum)2,000$ 100,000$ Stormwater Maintenance Annual 45,000$ 2,250,000$ Utilities 91,000$ 6,446,327$ Equipment Maintenance 90,000$ 4,500,000$ Building Maintenance 31,000$ 9,869,222$ TOTALS 259,000$ 23,165,549$ CITY PROPERTY COSTS Financial Analysis – Vacant Property vs. Lease Costs PORT LEASED COSTS CITY PROPERTY COSTS Pro’s Con’s Pro’s Con’s ▪Costs are $3.5 million less than building on the City’s vacant property over a 50 year period ▪Ability to start construction sooner ▪Preserves City/County joint effort and grant leverage ▪Lower risk. City retains control of property/asset changes ▪Salvage value of the building retained at the end of the lifecycle. ▪No salvage value available at the end of the 50 year lease ▪Risk of changes in contract prior to the end of the lease ▪City would pay its portion of the lease regardless of its ability to implement projects for the PenCom or Fire Station Buildings ▪More expensive than the leased option ▪Will require significant infrastructure and transportation improvements and maintenance. ▪Loss of City/County joint effort. Financial Analysis PenCom Yearly Cost Changes: ▪Yearly maintenance will cause an estimated increase of $65,000 per year to user fees. ▪$22,000 of which will affect the City’s Police and Fire Department Budgets ▪Does not include likely changes to allocated costs for services ▪PenCom is currently located in the Police Department. Therefore there would be very minor, if any, savings associated with the relocation as the space would still require utilities and basic maintenance. Financial Analysis Fire Department/Medic 1 Yearly Cost Changes: ▪It is likely that the Medic 1 Utility rates would increase to cover the costs of the Medic 1 portion of this project. ▪The estimated increase for this based on current project amounts is roughly 3.5% ▪The City’s subsidy from the General Fund will also increase by an initial $18,000 per year for operating and maintenance costs. Modular Options Option #1 : EOC built as a stand alone –Estimated $4.5 million Option #2 : EOC and 9-1-1 Center built simultaneously –Estimated $8.4 million Option #3 : EOC and 9-1-1 Center/Fire Station built separately –Estimated $11.9 million OAC review shows 20% higher build cost with Option #1. --Value of shared walls, foundation, site modification and infrastructure analyzed by OAC and given cost estimates. Funding Availability for PenCom ▪A total of $2.38 million of funding is available for use on this project. ▪PenCom currently has $2.08 million dollars available in its capital account held at the County. ▪Additionally, there is $300,000 anticipated in excess operating reserves in the PenCom fund as proposed in the 2021 Budget. ▪This will deplete all capital and excess reserves in this fund and an additional $1.1 million will be needed to complete this project. Funding Availability for Fire Station Currently there is no available, or anticipated, funding for the Fire Station portion of the proposed project. ▪Funding would need to be pursued in the form of grants, or excess funding, if available, in the General Fund reserves would be required. Lease Negotiations -Status At this Date: ▪The Port and the County have commenced negotiations for lease of the site at 19th and “O” Street. ▪The City has been informed of the progress of the negotiations but has not been an active participant in them. ▪The proposed lease terms at this date include: ▪City and County would lease bare land from the Port ▪Beginning rental at .05 cents a square foot, with annual escalator ▪Lease term for 50 yrs/ extendable up to 75 yrs ▪Lease grants to City and County Long term, uninterruptable possession of property ▪Recognize that, because of FAA rules, options for lease terms are more limited than would be possible in a commercial setting. Lease Negotiations (Cont.) ▪Fundamental Question: Shall the City be an active party in the 19th and “O” Street lease? ➢If the City elects to pursue a lease at the 19th and “O” Street site, flexibility on the fundamental structure of the lease or essential terms may be challenging. ▪If so, the following steps would apply: ➢City Council directs staff to participate in lease negotiations and identifies key terms ➢Staff drafts term sheet and delivers it to Port and County ➢Negotiate mutually acceptable terms, if possible ➢Staff reports to City Council the outcome of negotiations ➢After final terms are approved by City Council, the lease document(s) are drafted ➢Documents are presented to City Council for final approval. Next Steps ▪No Action Required this evening: ▪Necessary additional information ▪Consensus appreciated ▪Future Actions Anticipated ▪Concurrence from PenCom Board –User fee impact, spending capital money ▪Lease negotiations ▪Site selection ▪Authorize Design –Which modules. Questions?