AGENDA #4k

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:       Proposed Expenditures from 1996 Public Safety Bond Package

 

DATE:             April 22, 2002

 

 

The attached resolution would authorize the Manager to proceed with additional renovations at the Police Department Headquarters building, using $150,000 of Bond Funds already issued and on-hand.

 

BACKGROUND

 

In 1996, citizens approved a Public Safety Bond package that included $700,000 for renovation of the Police Headquarters Building.  On January 10, 2000, the Council approved the sale of $600,000 in bonds to provide funding for the project.  On October 22, 2001, the Council awarded contracts to D. W. Ward Construction Company, Inc., general contractor, and Applied Control Technology, mechanical contractor, for the renovation of the building.  The total cost of these contracts, including contingencies, was approximately $411,000.  Including architectural and engineering fees, the total cost of this first phase of the renovation has been approximately $450,000. 

 

This first phase of the project, which includes the installation of new heating and air conditioning units, the repair and waterproofing of exterior walls, and the repair of interior spaces damaged by leaks is expected to be completed this month. 

 

DISCUSSION

 

Approximately $150,000 in bond funds will remain following the completion of phase one of the renovation project.  We recommend that the funds be expended as follows:

 

 

Telephone System

The current telephone and voice mail systems were installed in 1992.  The equipment is now obsolete.  Damaged or malfunctioning equipment cannot be repaired or replaced.  Also, the telephone and voice mail systems are not integrated and require support from separate vendors.

 

Bids for a new system were solicited informally from three providers.  The Department’s current telephone provider, TSM South, submitted a proposal to install an integrated telephone and voice mail system for $26,455. 

 

Security System

Exterior doors to the headquarters building are secured with a push-button, combination locking system installed when the building was constructed in 1980.  Interior doors contain standard key locks.  There are approximately fifteen different key sets needed for access to all portions of the building.  We estimate that at least 200 keys have been issued to employees to provide them access to areas of the building where such access is necessary. 

 

Based on preliminary discussions with security company representatives, we estimate that it would cost approximately $80,000 to install an electronic, keyless entry system in the building.  This type of system would allow employee identification cards to double as keys to provide access to non-public areas of the building.  It would also prevent the need to re-issue keys or reset locks when keys are lost or when employees change assignments.  An updated security system would provide additional security for civilian employees working alone at night in the building.

 

Interior Improvements 

Phase one of the renovation plan included the repair of interior surfaces damaged by years of water leaks.  The public areas of the headquarters building are in need of renovation due to twenty years of wear.  Main access doors also need to be replaced to bring them into compliance with the standards of the Americans with Disabilities Act.  About $45,000 remaining after the purchase of the telephone and security systems would be used to replace doors, flooring and wall coverings in the building’s lobby, and in other areas frequented by visitors. 

 

After these renovations have been completed, approximately one-half of the interior of the headquarters building will have been renovated under this project.

 

NEXT STEPS

 

With the Council’s authorization we would obtain final bids and proceed with the renovations.

 

RECOMMENDATION

 

That the Council adopt the attached resolution authorizing the Manager to proceed with additional renovations at the Police Department Headquarters building.

 

 

 

 

A RESOLUTION AUTHORIZING THE MANAGER TO PROCEED WITH ADDITIONAL RENOVATIONS AT THE POLICE DEPARTMENT HEADQUARTERS BUILDING (2002-04-22/R-9)

 

WHEREAS, the Town of Chapel Hill awarded contracts on October 22, 2001 to begin the renovation of the Police Department Headquarters Building; and

 

WHEREAS, the first phase of the renovation project will soon be completed; and

 

WHEREAS, approximately $150,000 in issued bond funds will remain following the completion of the first phase of the project; and

 

WHEREAS, additional renovations, including a new telephone system, an electronic security system, and other interior improvements are necessary;

 

NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Manager is authorized to proceed with additional renovations at the Police Department Headquarters building using bond funds already issued and on-hand.

 

This the 22nd day of April, 2002.