AGENDA #10

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:       Police Headquarters Renovation

 

DATE  :           November 27, 2000

 

 

The purpose of this memorandum is to present the architect’s report on the renovation of the police headquarters facility.

 

The attached resolution would authorize the Manager to proceed with the renovation work, including the solicitation of construction bids.  The resolution would also authorize the sale of the remaining $100,000 in 1996 Public Safety bond funds necessary to complete the renovation project.

 

BACKGROUND

 

The police headquarters facility was constructed in 1980 and occupied in April of 1981.  For the past several years the structural integrity of the building has been threatened by water leaks through both the roof and the rear wall.  The leaks have also caused damage to interior ceilings, walls and floor surfaces. 

 

In 1996, citizens approved a Public Safety Bond package that included $700,000 for the renovations at the police headquarters facility.  On January 10, 2000, the Council approved the sale of $600,000 in bonds to provide funding for the renovation project.

 

In June of 1999, the Town entered into an agreement with an architect to prepare a needs assessment and feasibility study of the structure.  The principal objectives of this study were to determine the extent of the damage caused by the leaks, and to present to the Council an estimate of the cost to repair the damage and protect the Town’s asset from further deterioration.  On January 24, 2000, the architect’s report was presented to the Council.   

 

This report presented what we believe to be an accurate assessment of the damages to the building and the sources of the water leaks.  However, the report did not conform to the Town’s normal standard for completed staff work. Further discussions with the architect failed to rectify these problems.  We terminated our contract with the architect in February of 2000.  On February 14, the Council authorized the Manager to select another architect to develop a new proposal for the renovation project.

 

On April 11, 2000, the Town contracted with Corley Redfoot Zack, Inc. of Chapel Hill to prepare the renovation report.  Glenn Corley, President and CEO of the firm, agreed to review the first report, evaluate the accuracy of the needs assessment, and prepare cost estimates for a renovation project that would stop the leaks, repair the damage done by the leaks, and protect the building from further deterioration.    That report is presented tonight for your review.

 

DISCUSSION

 

The needs assessment contained in the January 24 report to the Council included the following key points:

 

1.      The years of leaks have caused a deterioration of the integrity of the building.

 

2.      The water leaks into the building from two principal sources: the roof and the rear wall.  Some water also seeps in through the building’s side walls.  The leaks on the roof come through cracks in the surface, particularly around the nine air conditioning (HVAC) units on the roof.   Water entering the building through the rear and side walls is due principally to a deterioration of the waterproofing system applied to the rear wall several years ago.  Also, some of the leaking results from a poor drainage system along the base of all three walls, and the disrepair of the gutter and drainpipe system currently in place.

 

3.      The manner in which the HVAC units are situated on the roof contributes significantly to the leaking problem.  Water enters the building along the curbs on which the units are mounted.  Also, the vent systems that bring air from the units to the inside of the building have deteriorated, particularly along the seams of the vent pipes.  Water leaks through these seams. 

 

4.      The HVAC units are near or beyond their warranty limits and expected life cycles. They are in constant need of repair and are inefficient.

 

The years of leaks have damaged many interior surfaces, particularly along the rear, lower level of the building.  Missing and loose tiles, both on the floor and ceiling, raise safety concerns.  A large portion of the metal grid system for the ceiling tiles is rusted.  Standing water in both the men’s and women’s locker rooms allows mold and mildew to form and remain on floor and wall surfaces.  Also, leaking water tracks along interior walls that contain electrical wiring and fixtures.    

 

Glenn Corley, of Corley Redfoot Zack, has reviewed these issues and concurs that they are an accurate depiction of the current condition of the building.  The report before you tonight proposes work that will protect the building from further deterioration and make it a useful, safe, and habitable structure.

 

The work proposed by Corley Redfoot Zack includes the following renovations and repairs:

 

Ř      Remove and replace the existing upper and lower roofs.  This part of the project includes the replacement of the curbs (mounting platforms) on which the HVAC units sit.  All HVAC units will have to be removed from the roofs during this phase of the project.

 

Ř      Replace all nine HVAC units with more efficient units.  Install two additional units so that heating and cooling levels are sufficient for the entire building.

 

Ř      Pull all soil away from the rear and side walls, repair all exterior wall surfaces, install new waterproofing material, and replace the soil.  Install a more effective drainage system along the base of the walls to direct water away from the structure.  Replace all gutters and downspouts.

 

Ř      Repair interior surfaces damaged by the leaks.  Repairs will be done to the floors, ceilings and walls whose damage poses health and safety concerns to employees.  No work is included simply for cosmetic reasons. 

 

The architects advise that these renovations can be completed in approximately four months from the beginning of construction.  No relocation outside of the building of employees or services will be needed, though there will be a minimum disruption within the building during the renovation. 

 

The renovation project will not include changes to the interior layout of the building.  It is not intended to change or enhance the functional uses of the structure in its current use as a police headquarters.  The project is intended only to protect the asset from further deterioration. 

 

During the presentation to the Council on January 24, 2000, the possibility of renovating and expanding the building for continued use as a police facility was discussed.  Also discussed was the possibility that the building be sold or transferred to other owners for private purposes.  The renovation project presented tonight would not preclude future renovation, expansion or change of use.   However, without the proposed renovations and repairs the building will continue to deteriorate, ultimately rendering it impractical for future use of any sort within a few years.

 

The report estimates the cost of the proposed work, including a 15% contingency, to be $654,935.  This sum plus the $18,500 already spent on architectural fees, total $673,435, or $73,435 more than the amount of funds available from the sale of bonds earlier this year.  We believe that the report is an accurate representation of the cost and scope of repairs necessary to protect the structure from further deterioration.  We recommend that the additional $73,435 needed to complete the project be allocated from the remaining $100,000 in 1996 Public Safety bond funds that are authorized but as yet unsold. 

 

Pursuant to the Council’s approval we are ready to proceed with preparation of bid documents and the construction bid process, anticipating a construction starting date in February with a completion date in June 2001.  This timing would be fortuitous, because there would be a few weeks during which neither air conditioning nor heating would be available to the building.

 

 

RECOMMENDATION

 

That the Council adopt the following resolution, which would approve the proposed renovation work for the police headquarters facility and authorize the Manager to proceed with the construction bid project; and that the Council approve the use of as much of the remaining $100,000 in 1996 Public Safety bond funds is necessary to complete the renovation project.

 

 

ATTACHMENTS

 

1.         Study of Renovations to Police Headquarters Building (begin new page 1).

A RESOLUTION AUTHORIZING THE MANAGER TO SOLICIT CONSTRUCTION BIDS FOR THE POLICE HEADQUARTERS RENOVATION AND AUTHORIZING THE SALE OF THE REMAINING 1996 PUBLIC SAFETY BOND FUNDS (2000-11-27/R-12)

 

WHEREAS, funds for the renovation of the police department headquarters building were approved in the 1996 Public Safety Bond issue; and

 

WHEREAS, the architect firm of Corley Redfoot Zack has presented to the Council a renovation plan that would protect the Town’s asset from further deterioration; and

 

WHEREAS, the Council has approved the proposed renovation project; and 

 

WHEREAS, the renovation work on the headquarters facility will cost approximately $654,935;

 

NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorizes the Manager to solicit construction bids for the renovation work.

 

BE IT FURTHER RESOLVED that Council allocates up to all of the remaining $100,000 in 1996 Public Safety bond funds as necessary to complete the renovation project.

 

 

This the 27th day of November, 2000.