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Property & Facilities Department
Susan C. Ross, Director
14 NW Kearney Street, Bend, OR 97701-1960
(541) 388-6594 • Fax: (541) 31-2-3168
www.co.deschute5.or.us
March 18, 2009
TO: Board of Commissioners
FROM: Susan Ross, Property & Facilities Director
RE: STAFF REPORT FOR 3/23 WORK SESSION — JAIL UPDATE
Sheriff Larry Blanton, Captain Ruth Jenkin, and I will be providing a jail project update
at your March 23 work session. Following is a summary of the items that will be
discussed.
1. The latest cost estimate, prepared by Kirby Nagelhout Construction Company,
based on 100% design development package, is attached as Attachment A.
2. We will provide a general project update, including design and site plan status.
3. On the agenda for your Wednesday, March 25, business meeting, there is an item
regarding a change order with Steele Associates Architects. In December 2007,
Deschutes County entered into a contract with Steele Associates Architects for the
design of the Deschutes County jail expansion and remodel. The original scope
of work consisted of 73,400 square feet of new construction which included 176
new double -occupancy cells; 19,400 square feet of remodeling of existing space;
sitework consisting of roadways, parking lots, sidewalks, security fencing, and
landscaping. At the time of contract, the cost of work for construction of the
improvements was estimated at $31.4 million.
As the design progressed, it was determined that additional scope needed to be added
to the project in order to provide the most efficiency and functionality to the jail and
to make sure it could accommodate future expansions. These additional items were
discussed with the Board of Commissioners in a work session on August 18, 2008,
and are summarized below:
Cost Premium for
Increased Project Scope:
Building Component
Inmate Processing
Estimated Cost
$1,179,500
Quality Services Performed with Pride
Medical 924,200
Training Area 1,105,200
Search & Rescue 1,751,300
Evidence Storage 143,000
Biomass Central Plant 872,000
(Long Term Energy Savings Payback)
Site Development 1 262 815
Subtotal $7,235,630
State Mandated 1.5% Solar 588,655
Escalation (Total Project) 4,709,320
Total Construction Cost $12,533,620
Owner Soft Cost 137,240
TOTAL INCREASE $12,533,620
On August 18, 2008, the Board agreed that design of additional scope items would go
forward with the understanding that items may have to be deleted depending on the
amount of funds that were available for construction.
Some of the additional scope items originally listed were not considered and were
dropped from the list. Approximately 30,000 square feet of either new construction
or remodel of existing space was added to the scope, as well as additional site issues,
including a realignment/relocation of the Swalley Irrigation canal. The latest cost
estimate for additional scope items is estimated at $5.6 million and include the
additional components outlined in Attachment B. The amount of the change order
increase with Steele Associates is $368,700, which represents 6.5% of the value of
the increased cost of work, which is consistent with the fee percentage applied to the
original cost of work. ($5.6 million x 6.5% = $368,700)
4. Another agenda item for the March 25 business meeting will be an agreement
between Deschutes County and the Glenn Vista Pump Station LLC for the County
to purchase sewer capacity for the jail project. I have provided an updated in the
past, but I will recap here. Upon review of all the options for sewer service for
the jail expansion project, consultants and contractors have determined that the
most efficient and least expensive option is to purchase the capacity available in
an existing pump station. The Glenn Vista Pump Station, west of the current jail
complex, was constructed in 2006, and a reimbursement district was established
by the City of Bend. The jail property is not within the boundaries of this
district. Approximately 50% capacity is remaining, which is sufficient to serve
the jail expansion. The developers of the pump station have agreed to request a
dissolution of the reimbursement district and therefore allow the County to utilize
all remaining capacity for a price of $225,000. The estimated cost of the County
building its own capacity is in the neighborhood of $400,000. County legal
counsel and the property and facilities director have met with the city engineer
and city legal counsel to discuss the process for dissolving the district, and the
city has given assurance that the dissolution can occur.
Attached as Attachment C is the proposed agreement between Deschutes County
and Glenn Vista Pump Station LLC for the purchase of this sewer capacity. Once
the agreement is finalized, Glen Vista will submit a request to the City of Bend
for dissolution of the reimbursement district. Formal purchase and disbursement
of funds by County will not occur until the district is officially dissolved.
Kirby Nagelhout CC
GCs
Central Plant
Court
Existing Jail
Housing
Intake&Medical
4-41 ccciAywi-c-t—
Spreadsheet Report
Deschutes County Jail DD
General Conditions
Masonry
GCs
Special Construction
Mechanical
Electrical
Central Plant
3,760,245
2001
3,760,445
327,750
755,012
176,501
1,259,563
Sitework 104,859
Concrete 135,963
Masonry 310,965
Metals 168,885
Woods & Plastics 36,610
Thermal Moisture & Protection 279,402
Temp Fence 227,596
Finishes 317,370
Specialties 192,187
Equipment 237,672
Furnishings 122,611
Mechanical 1,365,124
Electrical 294,793
Electronic Safety and Security 347,088
Court 4,141,126
Demolition 221,831
Existing Jail 221,831
Sitework 224,623
Concrete 2,116,457
Masonry 1,864,837
Metals 457,888
Woods & Plastics 109,598
Thermal Moisture & Protection 451,648
Temp Fence 1,615,007
Finishes 1,005,527
Specialties 105,814
Furnishings 251,716
Special Construction 27,600
Mechanical 2,465,775
Electrical 1,119,960
Electronic Safety and Security 1,717,393;
Housing 13,733,865
Sitework
Concrete
57,256
129,886
Page 1
1/9/2009 9:39 AM
Klsby Na§elhout CC
Spreadsheet Report
Deschutes County Jail DD
Sheriff
Site
Staff
!Masonry
Metals
Woods & Plastics
Thermal Moisture & Protection
Temp Fence
Finishes
Specialties
Equipment
Furnishings
Mechanical
Electrical
Electronic Safety and Security
Demolition
Intake&Medical
416,873
87,251
27,950
123,441
231,258
128,805
18,090
108,994
242,420
675,580.
454,385
722,285
4,295
3,428,749
Concrete 15,000
Masonry 2,240
Metals 11,500
Thermal Moisture & Protection 18,120
Temp Fence 1,900
Finishes 10,000
Electrical 3,977
Sheriff 62,737
General Conditions 139,601
Sitework 2,985,754
Concrete 35,192
Masonry 14,206
Thermal Moisture & Protection 117
Finishes 490
Special Construction 325,567
Demolition 326,958
Site 3,827,885
Sitework 111,522
Concrete 272,274
Masonry 395,310
Metals 200,172
Woods & Plastics 20,483
Thermal Moisture & Protection 286,206
Temp Fence 208,363
Finishes 229,245
Specialties 76,903
Equipment 605
Furnishings 102,721
Conveyance 375,431
Mechanical 38,210
Electrical 269,208
Page 2
V9/2009 9:39 AM
Kirby Na§elhouf CC
Spreadsheet Report Page 3
Deschutes County Jail DD 1/9/2009 9:39 AM
Electronic Safety and Security
Demolition
Staff
220,781'.
3,896
2,811;625
Kirby Nagelhout CC Spreadsheet Report Page 4A
Deschutes County Jail DD 1/9/2009 9:39 AM
Estimate Totals
Description Amount Totals Rate Cost Basis Cost per Unit Percent of Total
Labor 8,582,052 22.21%
Material 7,013,104 18.15%
Subcontract 16,876,201 43.68%
Equipment 724,292 1.87%
Other 52.180 0.14%
33,247,829 33,247,829 86.06
Photovoltaic Allowance 4AR 717 1.500 % T Lag°/n
498,717 33,746,547 1.29
Estimatino Contingency ;1:374 655 10.000 % T R 7i,%
3,374,855 37,121,201 8.73
GL Insurance 1R3 742 5.300 $ / 1.000 T 0 51°,4
198,742 37,317,944 0.51
P&P Bond 166,590 5.000 $ / 1,000 T 0.48%
188,590 37,504,533 0.48
All Risk Insurance — imam 0.500 % T 0 4p°La
187,523 37,692,056 0.49
Overhead and Profit 942.301 2.500 % T 2.44%
Total 38, 634,358
Attachment "y'
11 STEELE ASSOCIATES ARCHITECTS
ARCHITECTURE INTERIOR DESIGN MASTER PLANNING SUSTAINABLE DESIGN
`- 686 NW YORK DRIVE BEND, OREGON 97701 541.382.9867 FAX 541.385.8816 www.steele-arch.com
Additional Design Service
From:
Subject:
Date:
Scott Steele
Deschutes County Jail Facility Expansion A&E Design Proposal
March 2, 2009
Susan:
Per our previous discussions the information below summarizes our additional design services to provide design and
engineering documents for a series of new areas of building and site expansion at the Deschutes County Jail site. Per
Article 1.3 section 1.3.3.2, item number 4, these areas are in addition to the original scope of work that that was agreed
upon in our January, 2008 master agreement and are subject to a Change in Service. For your convenience we have
outlined each of the new building components below to recognize the areas of increased project scope. The estimated
costs for each associated area are directly from KNCC's recent cost estimate:
Added Site & Building Components
Site/Bldg. Component
❑ Additional Site Development Area/Swalley Canal
❑ New Sheriff's Storage Building D (1)
❑ Additional Inmate Processing Area/Sally Port
❑ New Medical Unit
❑ New Central Plant/Maintenance Bldg.
❑ New Sheriff's Evidence Storage Area
❑ New Staff Training Room
Area
222,167sf (5.1 acres)
3,000sf
12,166sf
2,870sf
4,520sf
417sf
2,932sf
Estimated Construction Cost of additional bldg. components:
State Mandated 1.5% Solar Requirement (new areas only)
Escalation (not included)
Total
Estimated Cost
$1,262,800
$ 384,000
$1,179,500
$1,086,800
$1,259,500
$ 72,800
$ 344,400
$ 5,589,800
$ 83,847
$ 0
$5,6 7 3 ,647
Scope of Services — Additional Design/Engineering and Analysis
Prepare drawings and engineering for new building areas:
❑ Prepare site plans (civil and architectural) to incorporate additional site area (referenced above) including new
central plant, storage and maintenance buildings, reconfigured parking area near OSP, new access road
alignment and new site area adjacent to new sally port;
❑ Provide additional civil design and drainage analysis for new building areas and parking lots;
❑ Provide civil design of relocated Swalley Canal;
❑ Provide additional programming and architectural plan drawings for new added building areas and added
renovated areas;
❑ Provide additional structural analysis and engineering required for new added areas and additional renovated
areas;
686 NW York Drive Bend, Oregon 97701 541.382.9867 FAX 541.385.8816 info@steele-arch.com
❑ Provide structural foundation drawings and calculations for (2) new pre-engineered steel buildings.
❑ Provide mechanical and electrical plans and engineering showing the design for additional building areas, new
Central Plant building, new Sheriff's evidence storage and additional renovated areas;
❑ Provide additional site electrical design for new site development areas.
❑ Provide additional security design and plans for new building expansion areas;
Compensation
Per Article 1.5 Compensation, section 1.5.2 we are requesting an adjustment to our originally agreed upon fee to
cover the added architecture and engineering services required to complete this new additional work.
The additional fee to cover the increased scope of work at 6.5%: $368,700
Please acknowledge this agreement by signing and dating below, you can contact me if you have any questions re:
this scope and fee.
Sincerely,
Steele Associates
Scott Steele, AIA, LEED AP
President
Deschutes County Board of Commissioners
Tammy Baney, Chair
Dennis Luke, Vice Chair
Alan Unger, Commissioner
Mark Pilliod, Deschutes County Legal Counsel
686 NW York Drive Bend, Oregon 97701 541.382.9867 FAX 541.385.8816 info@steele-arch.com
REVIEWED
LEGAL COUNSEL
ATTACHMENT C
AGREEMENT TO ACQUIRE SEWER CAPACITY
THIS AGREEMENT is made this day of , 2009, between GLENN
VISTA PUMP STATION LLC, an Oregon limited liability corporation, ("Seller"), and DESCHUTES
COUNTY, Oregon, a political subdivision of the State of Oregon ("Buyer").
WITNESSETH:
WHEREAS, Seller designed and constructed (or caused to be designed and constructed) the
Glenn Vista Pump Station in fulfillment of a condition of City of Bend approval of Hardy Road
Subdivision PZ05-703/704 and to provide sewer capacity in the area of Glenn Vista Road, OB Riley
Road and Hardy Road.
WHEREAS, upon Seller's request the City of Bend formed the Glenn Vista Sewer
Improvement Reimbursement District by Resolution No. 2655 ; and
WHEREAS, Buyer wishes to acquire the unallocated sewer capacity in said Glenn Vista Purr'p
Station to serve future development of Buyer's public facilities; and
WHEREAS, based upon Buyer's interest as stated immediately above, Seller will request upon
mutual acceptance of this agreement that the City of Bend dissolve the Glenn Vista Sewer
Improvement Reimbursement District;'
NOW, THEREFORE, for and in consideration of the mutual representations and promises of
the parties, the adequacy and sufficiency of whi Is acknowledged, it is agreed as follows:
1. Term. The term of this Agreement shall be twelve (12) months from the last date indicated on
the signature page of this Agreement. In the event this Agreement expires before the
Conditions for Closing have occurred, Buyer may, at its sole option, either renew this
Agreement upon the same terms and conditions set forth herein, or terminate this Agreement.
2. Consideration. Upon satisfaction of all the Conditions for Closing set forth in section 4 of this
Agreement, Buyer will pay Seller an amount representing a portion of what Seller would have
received from the City of Bend on account of future connections to the Glenn Vista Pump
Station pursuant to the Glenn Vista Sewer Improvement Reimbursement District. The parties
hereby stipulate that such amount is Two Hundred and Twenty Five Thousand Dollars
($225,000.00). Upon payment of such amount to Seller, Buyer shall acquire Seller's entire
interest in the Glenn Vista Pump Station.
3. Sewer Capacity. The Glenn Vista Pump Station is located on Glenn Vista Road approximately
400 feet west of the intersection with NE O.B. Riley Road as shown on Exhibit "A", made a
part hereof and incorporated herein by this reference. Buyer estimates the unallocated sewer
capacity to be 150 gallons per minute (GPM).
4. Conditions for Closing. Buyer's obligation to pay Seller the consideration stated in Section 2 o
this Agreement is subject to the Parties' mutual satisfaction or waiver of each of the following
conditions:
Page 1 of 3 — Glenn Vista Option Agreement
4.1 Seller shall submit a written request to the City of Bend in a form acceptable to
Buyer that the City dissolve the Glenn Vista Sewer Improvement Reimbursement District.
4.2 City shall provide written notice to the owners of property located within the
Glenn Vista Sewer Improvement Reimbursement District advising that the City will hold a
public hearing to consider Seller's request.
4.3 After giving written notice thereof, City shall conduct a public hearing to
consider Seller's request, as well as objections from the owners of property located within the
Glenn Vista Sewer Improvement Reimbursement District and other interested persons of the
potential dissolution by the City of the Glenn Vista Sewer Improvement Reimbursement
District.
4.4 City shall adopt a resolution in a form acceptable to Buyer formally declaring
the Glenn Vista Sewer Improvement Reimbursement District dissolved.
4.5 If no appeal is filed within sixty (60) days after City adoption of the resolution
referred to in subsection 4.4, Buyer will proceed with closing. If an appeal or other legal
challenge is filed within 60 days, it shall be resolved so as to enable Buyer to acquire
unallocated sewer capacity of the Glenn Vista Pump Station from the City of Bend.
4.6 Closing shall take place within ten (10) days after the events described in this
section have occurred.
5. Binding Effect/Assignment Restricted. This Agreement is binding on and will inure to the
benefit of Seller, Buyer, and their respective heirs, legal representatives, successors, and
assigns.
6. Buyer shall cooperate with Seller and City of Bend to achieve the dissolution of the Glenn
Vista Sewer Improvement Reimbursement District. Buyer shall be solely responsible for
securing from the City of Bend the rights isacquire and utilize and all costs associated with
connecting to the Glenn Vista Pump Station Other than Seller's own attorney fees, Buyer
shall pay all fees and costs associated with dissotution of the Glenn Vista Sewer Improvement
Reimbursement District.
7. Buyer and Seller are the only parties to this Agreement and are the only parties entitled to
enforce its terms. Nothing in this Agreement gives or provides any benefit or right, whether
directly, indirectly, or otherwise, to third persons unless such third persons are individually
identified by name herein and expressly described as intended beneficiaries.
8 Notice. Except as otherwise expressly provided in this Agreement, any communications
between the parties hereto or notices to be given hereunder shall be given in writing, to Buyer
or Seller at the address or number set forth below or to such other addresses or numbers as
either party may hereafter indicate in writing. Delivery may be by personal delivery, electronic
mail, facsimile, or mailing through the U.S. Postal Service. Any notice under this Agreement
shall be mailed by first class postage or delivered as follows:
To Buyer:
Deschutes County
% Director of Property & Facilities
14 NW Kearney Avenue
Bend, Oregon 97701
Fax: 541-317-3168
Page 2 of 3 — Glenn Vista Option Agreement
To Seller:
Glenn Vista Pump Station LLC
% Jason Adams
505 SW Mill View Way, Suite 250
Bend, Oregon 97702
Fax: 541-388-2655
9. Counterparts. This Agreement may be executed in several counterparts, all of which when
taken together shall constitute one agreement binding on all parties, notwithstanding that all
parties are not signatories to the same counterpart. Each copy of this Agreement so executed
shall constitute on original.
10. Attorney Fees. In the event an action, lawsuit or proceeding, including appeal there from is
brought for failure to observe any of the terms of this Agreement, each party shall be
responsible for their own attorney fees, expenses, costs and disbursements for said action,
lawsuit, proceeding or appeal.
11. Entire Agreement. This Agreement and the attached exhibits, if any, constitute the entire
agreement between the parties. All understandings and agreements between the parties and
representations by either party concerning this Agreement are contained in this Agreement.
No waiver, consent, modification or change in the terms of this Agreement shall bind either
party unless in writing signed by both parties. Any written waiver, consent, modification or
change shall be effective only in the specific instance and for the specific purpose given.
12. Applicable Law. This Agreement shall be construed, applied, and enforced in accordance w+th
the laws of the sate of Oregon.
13. Time Is of the Essence. Time is of the essence of each and every provision of this
Agreement.
14. Acceptance. Each undersigned represents that they are authorized to execute this Agreement
on behalf of the respective party, that they"derstand and hereby agree the terms of this
Agreement.
SELLER: GLENN VISTA PUMP STATION LLC
By: By:
Alterra Investments LLC, Jason Adams Member Daniel Kiesow, Member
BUYER: DESCHUTES COUNTY
By:
Joani Kiesow, Member
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
TAMMY BANEY, Chair
ATTEST: DENNIS R. LUKE, Vice -Chair
Recording Secretary Date ALAN UNGER, Commissioner
Page 3 of 3 — Glenn Vista Option Agreement