2002-1363-Minutes for Meeting December 04,2002 Recorded 12/12/2002DESCHUTES COUNTY OFFICIAL RECORDS �J 2002.1363
MARY SUE PENHOLLOW, COUNTY CLERK
COMMISSIONERS' JOURNAL 12/12/2002 08;26;24 AM
200 00334 2
DESCHUTES COUNTY CLERK
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Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
(541) 388-6570 - Fax (541) 388-4752 - www.deschutes.ore
MINUTES OF MEETING
COUNTY PROJECTS GROUP
WEDNESDAY, DECEMBER 4, 2002
Present were Commissioner Tom De Wolf,- County Administrator Mike Maier;
Marty Wynne, Finance Manager; and Susan Ross and Bonnie Baker,
Commissioners' Office.
Commissioner De Wolf opened the meeting at 10:05 a.m.
1. Update on projected building budget.
Mike Maier went through some specifics of the contract. He indicated that the
square footage of the County's portion went up; the state is as 40%. The
demolition of the warehouse will include dump service. There is some salvage
value to the old warehouse building. (He then distributed a spreadsheet provided
by Bill Smith; a copy is attached as Exhibit A.) He said that Mr. Smith indicated
there would be no major surprises in this project.
The new warehouse building will be the first relocation; Steele and Associates is
working on this.
Commissioner DeWolf indicated that it appears the third floor should be eliminated
from the plans, as by the time the new floor would be built, building codes could
have changed. Evidently this has happened in a number of instances. The
elimination of the third floor frees up some funding for other parts of the project.
Minutes of Meeting - County Project Group Wednesday, December 4, 2002
Page 1 of 4 Pages
The Kidnastics building does not have to be demolished immediately; a decision
should be made as to whether it should be demolished as a part of the greater
project to make it a'cleaner" process, or if it should remain for the short-term.
Marty Wynne had a question regarding access to the Archives building. It was
explained it will merely be across Lafayette Street, and crosswalks will be
installed. If a large quantity of items needs to be taken to or removed from the
building, it will be necessary to access the building by going around the block and
up Hill Street, as there will be no vehicle access directly from the new
County/State building.
2. Art budget.
Commissioner DeWolf indicated that the County has been applying a 1% art
budget, and he would like to see that guide used in this instance.
3. Security and avail handling issues.
A brief discussion took place about, these issues, with the consensus being that a
slide card or scrambling number system would be best. Generally, the number
system seemed preferable since it would mean one less item for employees to have
to carry. Short-term pass numbers could be assigned as necessary to groups using
the hearing room after hours, and a combination can be instantly cancelled when
someone leaves County employment.
It was felt that mail for the County and State should be kept separate. The State
prefers to receive mail at its offices. The County will continue to receive mail in
the warehouse, where it is sorted by department and then delivered accordingly.
Four drop boxes should be installed outside the first floor for citizens to use after
hours; one for election ballots, one for Clerk documents, one for the Tax and
Finance department, and one for Administration. These boxes would be accessed
by authorized employees from inside the building.
Minutes of Meeting - County Project Group Wednesday, December 4, 2002
Page 2 of 4 Pages
4. Furniture inventory process.
Susan Ross explained that an inventory is being done regarding existing furniture
that would be moved to the new building, which will help to determine what needs
to be purchased. Much of the modular furniture has already been purchased over
the past few years, with uniformity in mind. A representative is interviewing each
department to find out their specific needs.
Marty Wynne asked if there should be a third party consultant, someone with a
certain type of expertise, involved to do the specifications for the needs of the
various departments. Mike Maier said that each department does have its own
special furniture requirements, which need to be defined, and approximate costs
estimated. Susan Ross indicated that the company currently taking an inventory of
equipment could do exactly that.
A discussion took place as to whether the furniture process and purchase should be
put out to public bid. Susan Ross said it has; that all of the major suppliers have
contracts with public agencies and the County can purchase through those. She
explained that a full public process was done for the new Human Services
Building, which became very complicated, and the end result was not satisfactory
to -.the County or its employees. Mike Maier instructed her to prequalify what
contracts are now active with agencies in Oregon.
5. Relighting options.
Since the third floor is being eliminated, it will be possible to install skylights.
Susan Ross said that relighting features are still desired, most likely above the
doors to offices that are on hallways. However, skylights can be installed over
areas where there are large work areas planned. Care will need to be taken to make
sure skylights don't conflict with any possible future plans of remodeling the
interior areas.
Commissioner DeWolf said it appears that $129,000 could be contributed towards
art, and $100,000 could be applied towards skylights and relighting.
Minutes of Meeting - County Project Group Wednesday, December 4, 2002
Page 3 of 4 Pages
Being no more items brought before the group, the meeting adjourned at
11:30 a.m.
DATED this 4th Day of December 2002 for the Deschutes County Board
of Commissioners.
ATTEST:
Tom DeWolf, Chai
Dennis R. Luke, Commissioner
Michael M. Daly, Commissioner
Recording Secretary
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Minutes of Meeting - County Project Group Wednesday, December 4, 2002
Page 4 of 4 Pages
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WILLIAM SMITH PROPERTIES, INC.
DEVELOPMENT PRO FORMA - STATE OFFICE BUILDING
Lafayette Street Site
Building Size State offices Overall
Estimate as of
40,000 80,000
10/24/2002
DEVELOPMENT COSTS
Cost/Sq.Ft. State Share
Total Cost
R
R
R
R
R
R
-F
R
Land Cost
Building Shell Cost 40,000 $ 65 $ 2,600,000
^Excavation $ -
"Offsite Utilities $ 27,500
Demolition
^Move Mobile Homes
TI Allowance 40,000 $ 35 $ 1,400,000
Add on TI Allowance $ 100,000
Landscaping $ 50,000
Window Coverings $ 25,000
Parking & Lighting $ 150,000
$
$
$
$
$
$
$
$
$
$
$
881,000
5,200,000
125,000
55,000
55,000
15,000
2,800,000
100,000
65,000
40,000
275,000
^Traffic Studies $ 8,000
$
22,000
^Site Plan $ 8,000
$
20,000
^Architectural/Engineering Fees $ 4.25 $ 170,000
$
340,000
^Civil Engineering $ 25,000
$
50,000
Building Permits / SDC's $ 248,188
$
297,614
Contingency 5% $ 228,175
$
458,100
Development Fee fixed fee $ 365,080
540,000
# of State DOJ lease $ 88,000
88,000
4Assumption
Fees and Commissions reimbursable b $ 118,000
$
118,000
TOTAL DEVELOPMENT COSTS $ 5,610,943
$
11,544,714 (1)
^ Benefits other county property Other County Costs include Bond Fee and One Year P&I
#Utilities will be additional cost R = Items subject to retainage and bonding by County
Additional Development Costs Projected 12-2-02
Cost
Increase Building Size - add 5,200sf @ $65/sf
$
338,000
Utilities - TV, Telephone bury
$
25,000
Demolition - add shop building
TI Allowance - add 5,200sf @ $35/sf M&N$
$
25,000
182,000
Add on TI Allowance - Add $15/sf for 45,200sf County
$
678,000
Expanded Entryway off Wall Street
$
25,000
Signage
$
25,000
Window Coverings - add 5,200sf----
$
5,000
Contingency$
65,150
Total Additional Costs
$
1,368,150
NEW TOTAL DEVELOPMENT COSTS
$
12,912,864
Add Third Floor Capability
Shell Cost
$
250,00.0"
Excavation
$
50,000 i
Total Third Floor Capability Costs
$
396,000
TOTAL ALL
$
Note 1: FF&E not included (i. e. projection screen, hearing impaired
system,; conference room dividers; outside lockboxes; furniture)
These numbers are estimates to date. Once we have completed space
Tans and _j final building plan for the complex, as well as decisions regarding third floor
expansion options and exterior amenities (Le. covered porticos at the State and
County building entries; other exterior features and site features), we will obtain
subcontractor bids to refine the costs.
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