PROPERTY COMMITTEE. Oversight for Maintenance (Building and Grounds)

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1 Notice of Public Meeting Wednesday, February 18, :00 p.m. PROPERTY COMMITTEE Oversight for Maintenance (Building and Grounds) 1 of 42 Door County Government Center Chambers Room (C102), 1st floor 421 Nebraska Street, Sturgeon Bay, WI AGENDA 1. Call Meeting to Order 2. Establish a Quorum 3. Adopt Agenda / Properly Noticed 4. Approve Minutes: January 21, 2015 Regular Property Committee Meeting and the Joint Property and Human Services Board Meeting 5. Correspondence 6. Public Comment 7. Continuing / Pending Business A. Emergency Services of Door County Central Unit New Station B. Human Services Resource Center C. Acquisition of P.I.N A1 (3913 Cherry Road) D. Former Highway Shop Use as Alternative Office Space 1) Quantic Architecture Estimates for Remodel of Office Space 8. New Business A. Domestic Water Heater Repair/Replacement (Heat Exchanger) 1.) Review/Accept/Deny Bid(s) Received 2.) Options and Recommendations 3.) Award Bid B. Funds Transfer Justice Center Utilities - Transfer of Funds within Department C. Former Highway Shop 1.) Asbestos Report November ) Abatement Estimate 2015 Planning for 2016 CIP 9. Request for Agenda Items for Next Month s Meeting 10. Review of Vouchers, Claims and Bills 11. Next Meeting Date: March 4, :00 p.m. 12. Adjourn Deviation from the order shown may occur Members of the Door County Board of Supervisors and/or its sub-units may be in attendance at this meeting to listen and gather information. Notice is hereby given that the above meeting may constitute a meeting of the Door County Board of Supervisors or one of its sub-units. However no official action will be taken except by the Property Committee. In compliance with the Americans with Disabilities Act, any person needing assistance to participate in this meeting, should contact the Office of the County Clerk at (920) Notification 48 hours prior to a meeting will enable the County to make reasonable arrangements to ensure accessibility to that meeting. Posted, 2015

2 MINUTES Wednesday, January 21, 2015 JOINT MEETING OF THE HUMAN SERVICES BOARD & PROPERTY COMMITTEE 2 of 42 Door County Government Center Chambers Room (C102), 1st floor 421 Nebraska Street, Sturgeon Bay, WI Call Meeting to Order The meeting was called to order at 4:58 p.m. by Property Chairman Ben Meyer at the Door County Government Center Establish a Quorum Property Committee Members Present: Richard Haines, Jon Koch, Tim O Connor, Randy Halstead, Ben Meyer, and Richard Virlee. Leo Zipperer was excused. Human Services Board Members Present: Chair Mark Moeller, Susan Kohout, Holly Runquist, Joe Miller, and Dr. John Beck. David Lienau, Roy Englebert, Helen Bacon, and Thomas Leist were excused. Also Present: County Board Chairman Dan Austad, Supervisor David Enigl, CC Grant Thomas, Human Services Director Joe Krebsbach, Building & Grounds Director Wayne Spritka, ADRC Manager Patti Peterson, Senior Resource Center Director Judy Dobbins, County Clerk Jill Lau, Dale Wiegand, Ken Pollock, and Dan Roarty Dimensions IV. Adopt Agenda / Properly Noticed Motion by Moeller, seconded by Kohout to approve the agenda. Motion carried by unanimous voice vote. Public Comment Dale Wiegand, Friends of the Senior Center, noted the Friends group has become incorporated. Goal of the group is to help the Senior Center. The group is in the process of becoming a 501(C)3 within 6 to 7 months. New Human Services Resource Center Building Project RFP Design Professional Services Review Proposals Human Services Director Joe Krebsbach explained an RFP was advertised and proposals were received and opened last week. 14 proposals were received. Krebsbach, Wayne Spritka, Judy Dobbins and Patti Peterson reviewed and rated the proposals. Based on cumulative scores the firms were ranked. The five highest were presented. Krebsbach explained the group is intending to re-review the five highest ranked to compare proposal to proposal, complete reference checks and follow up with interviews. CC Thomas noted the method the RFP was advertised allows the County to negotiate with the firms submitting proposals. CC Thomas explained the building process will primarily be driven by staff with oversight from the Property Committee. A resolution will need to be presented to, and approved by, the County Board which authorizes moving forward with the project. Krebsbach, Spritka, Dobbins, and Peterson can continue with the review of the proposals. By consensus, the HS Board and Property Committee members agreed to allow Krebsbach, Spritka, Dobbins, and Peterson to move forward with the review of the proposals. Recommendation N/A. "These minutes have not been reviewed by the oversight committee and are subject to approval at the next regular committee meeting." Award of Contract (if any) N/A.

3 3 of 42 Resolution to Proceed with Project CC Thomas noted the resolution allows the County Board to review the project throughout the phases and authorize moving forward. Motion by Runquist, seconded by Halstead to recommend to County Board passage of the Human Services Resources Center resolution. HS Director Krebsbach noted the County needs to determine preliminary costs and then determine how much the County is willing to pay towards the project which will give direction for fundraising to the Friends of the Senior Center. Motion carried by unanimous voice vote. Temporary Office Space for ADRC/Senior Resource Center Administration Needs Krebsbach explained four new positions will be moving into ADRC; 2 permanent and 2 temporary. There is very limited to no space to house the employees. Options Several options have been explored. The four new employees will be fairly green and will need a supervisor nearby. Krebsbach has explored offices at the Government Center; however, no direct supervision; has explored the Fair Grounds and the former Highway Shop. Currently exploring the costs of remodeling the former highway shop offices to use for ADRC office space. Expecting to have cost estimates by mid-february. Has looked at rental spaces throughout the City of Sturgeon Bay; some spaces are available, however, off-site, no supervision nearby. Has explored module office space and the purchase of a module park model RV. Krebsbach is in contact with the City of Sturgeon Bay to determine if a module RV is an option under city regulations. Currently $75,000 has been authorized for use towards temporary office space. Also exploring if shifting things within the current Senior Center, temporarily, would work. If the County uses the module office space the City would only require the County to hook the temporary office space to electricity; no need for sewer and water hook-up as restrooms within the Senior Center can be used. Krebsbach noted the County did apply to the state for a carry-over from 2014, approximately $25,000; those funds could be used towards temporary space. Recommendation and Decision (if any) By consensus Human Services Board and Property Committee members encouraged Krebsbach to continue to move forward on finding a solution to the space needs. Adjourn Motion by Moeller, seconded by Miller to adjourn. Time: 5:58 p.m. Motion carried by voice vote. Respectfully submitted by Jill M. Lau, County Clerk

4 MINUTES Wednesday, January 21, 2015 PROPERTY COMMITTEE Oversight for Maintenance (Building and Grounds) 4 of 42 Door County Government Center Chambers Room (C102), 1st floor 421 Nebraska Street, Sturgeon Bay, WI Call Meeting to Order The meeting was called to order at 4:43 p.m. by Chairman Ben Meyer at the Door County Government Center Establish a Quorum Committee Members Present: Richard Haines, Jon Koch, Tim O Connor, Randy Halstead, Ben Meyer, and Richard Virlee. Leo Zipperer was excused. Also Present: County Board Chairman Dan Austad, Supervisor David Enigl, CC Grant Thomas, Building & Grounds Director Wayne Spritka, and County Clerk Jill Lau. Present for a portion of the meeting: Human Services Director Joe Krebsbach, Supervisor Susan Kohout, Supervisor Mark Moeller, Supervisor Holly Runquist, Joe Miller, Dr. John Beck, ADRC Manager Patti Peterson, Senior Resource Center Director Judy Dobbins, Dale Wiegand, Ken Pollock, and Dan Roarty Dimensions IV. Adopt Agenda / Properly Noticed Motion by Koch, seconded by Haines to approve the agenda. Motion carried by unanimous voice vote. Approve Minutes: December 10, 2014 Regular Property Committee Meeting Motion by Halstead, seconded by Virlee to approve the minutes of the December 10, 2014 Property Committee meeting. Motion carried by unanimous voice vote. Correspondence Letter from PJY, LLC Public Comment No one from the public commented. New Business Option to Purchase P.I.N A1 [3913 Cherry Road] CC Thomas explained the county finds itself in a position with the option to purchase the former Door County Child Care Center/Cherry School for $38,000 plus cost of improvements excluding the cost of the well. CC Thomas is not aware, at this time, of any other improvements. Option must be exercised by action of the County Board by adoption of a resolution. This is a 60-day option and a response is due by mid-february. There is no established value on the property as it is a taxexempt property. Discussion regarding purpose/uses; unknown as to what the County would use the property for at this time. Motion by Koch, seconded by Virlee to recommend to County Board to decline the option to purchase the Door County Child Care property. Motion carried by unanimous voice vote. The committee recessed at 4:58 p.m. and reconvened at 6:06 p.m. "These minutes have not been reviewed by the oversight committee and are subject to approval at the next regular committee meeting."

5 5 of 42 Continuing / Pending Business Emergency Services of Door County Central Unit New Station O Connor reported the Ad Hoc Study Committee is continuing work on the project and will update the Property Committee as things move forward. Portable PA System for Meeting Rooms ADA compliance was discussed. County Clerk Lau researched wireless microphones and a speaker system through Roll- Call Pro. The system would allow wireless headsets to be used for the hearing impaired. Approximate cost is $14,000. Questions arose as to what the ADA requirements are; CC Thomas will research this further. This could potentially be placed into a capital improvement plan. Could potentially move a meeting to another location such as a courtroom to assist with hearing impaired. New Business Review/Approve Maintenance Agreement Proposal Bassett Mechanical Information was provided in the meeting packets. Spritka explained, in an effort to avoid major mechanical failures, he identified major mechanical equipment at both the Justice Center and Government Center that should have preventative maintenance performed regularly. Spritka requested Bassett Mechanical provide a maintenance agreement proposal to perform preventative maintenance that cannot be performed in-house. Going forward Spritka suggests establishing a program to budget for equipment replacement/repair similar to the vehicle replacement program. Until such program is established, Spritka proposes contracting for one-year with Bassett Mechanical for Maintenance Agreements at a cost of $5,730 for the Justice Center and $4,730 for the Government Center. Motion by O Connor, seconded by Halstead to approve the Bassett Mechanical contract. Motion carried by unanimous voice vote. Domestic Water Heater Repair/Replacement (Heat Exchanger) Review/Accept/Deny Bid(s) Received Options and Recommendations Award Bid Spritka explained there are 2 boilers in the Justice Center. Both boilers have had a heat exchanger replaced. The heat exchanger on boiler #1 has failed again. Spritka advertised an RFP to repair the boiler. Proposals received included a bid to replace the heat exchanger and the option of replacing the boiler. The companies who submitted proposals did not recommend replacing the heat exchanger but rather replace the entire unit. The units are obsolete. It was noted the replacement boilers quoted in the proposals included boilers that use a 6 exhaust; the building has a 7 exhaust. Companies will not warranty the boiler if the County uses the existing exhaust. Spritka suggests rejecting the proposals received and advertise a new RFP outlining the need for a unit that can use the existing 7 exhaust. Motion by Virlee, seconded by O Connor to reject all bids received and authorize Spritka to advertise a new RFP that meets the needs of the exhaust system at the Justice Center. Motion carried by unanimous voice vote. Request for Transfer of Funds/Change in Budget Heat Exchanger Motion by Virlee, seconded by Koch to recommend to County Board to transfer the funds, up to $35,000, to cover costs associated with the boiler replacement. Motion carried by unanimous voice vote. Washington Island Ferry Line, Inc Commercial Activity Report FYI The report was included in the meeting packet and was reviewed. Buildings & Grounds Director Operations Report The annual copper test in the water system at the Justice Center was performed. All numbers are at acceptable levels The Maintenance Department built the privacy walls for the sleeping units at the Central EMS Station

6 6 of 42 Is working with Quantic Architects on remodeling the former Highway Shop Working on asbestos testing and abatement at the former Highway Shop EZ-Glide installed two garage openers at the Sheriff s building Justice Center Computer forensics room expansion is ready to begin A light pole was knocked down by Bissen Asphalt while plowing. Bissen has made the repairs and have covered the costs. Next month 2014 year-end budget closeouts will be presented Request for Agenda Items for Next Month s Meeting Emergency Services of Door County Central Unit New Station Review of Vouchers, Claims and Bills Reviewed without comment. Next Meeting Date February 18, :00 p.m. Adjourn Motion by Koch, seconded by Halstead to adjourn. Time: 6:56 p.m. Motion carried by voice vote. Respectfully submitted by Jill M. Lau, County Clerk

7 7 of 42 February 9, 2015 Chairman Dan Austad Door County Board of Supervisors 421 Nebraska St Sturgeon Bay, Wisconsin Dear Chairman Austad: The Sister Bay / Liberty Grove Fire Department and Door County recently completed a complex land mobile radio project. You may know the project as the Simulcast Paging Project although that term doesn t begin to suggest the improvements provided to all primary public safety channels and providers in Door County that were supported in this project. We served as the consulting engineering firm on the project. My purpose in writing you today is twofold. First to thank you for the opportunity to assist with the project and secondly and most importantly, to express how unique Door County is in terms of inter-governmental and private enterprise cooperation in the area of radio communications. This project is a text book example of public and private leadership and cooperation. I have listed some of the key elements of this cooperation below; Door County Federal Government: A federal grant, sponsored by the Sister Bay / Liberty Grove Fire Department provided 50% of the funding of the simulcast project. Door County State of Wisconsin: Successful and effective sharing of tower sites. Door County City / Townships: In this case, the Sister Bay / Liberty Grove Fire Department leadership sponsored a Federal Emergency Management Agency Aid to Firefighter s Grant of approximately $1,000,000. This benefitted every public safety entity in Door County. Door County Private Enterprise: CellCom a local cellular service provider has furnished Door County numerous co-location opportunities at their sites at little or no cost. 1

8 8 of 42 These relationships are not accidental or happenstance. These conditions only occur with the high degree of leadership provided by the Door County Board of Supervisors and the following committees; Information Services o Communications Advisory Technical Sub-Committee Emergency Medical Services (EMS) Law Enforcement Door County has benefitted from the foresight, vision and planning of the Board of Supervisors and committees and is well positioned to continue to serve the interests of the public in the future by your efforts today. I am impressed by the level of sincere interest in public benefit and financial responsibility by the Committee and Board in these matters. Amazingly, no individuals seem to seek or need credit for the successes. This is an amazing testament to leadership. Our experience in Door County is not typical. Door County is unique in its planning, preparation and maintenance activities and far less vulnerable to catastrophic system failures and the costs of unplanned system replacement or expansion than most. This is something that you deserve to be proud of and your citizens should be thankful for. 2

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11 11 of 42 OFFICE SPACE STUDY At the OLD HIGHWAY GARAGE February 4, 2015

12 12 of 42 SECTION 1: Executive Summary Introduction Door County commissioned Quantic Architects, LLC. to conduct a facility evaluation of the old highway shop office space for temporary offices during the January of This report summarizes the findings of this investigation. Background Both the representatives of the Door County Human Services Department Administration and of Door County Facility Department toured the Old Highway Shop office space. This report has been commissioned to investigate the condition of the facility structure and systems. Based upon the findings, the recommendations that follow result from the compiled empirical data gathered during the investigation and the objectives established for the provision of services at the facilities. Methodology The methodology used in this investigation involved analyzing survey results, follow-up interviews and visual inspection of the facility buildings by the Architect. The Administration and the Architect set the following criteria to serve as a guide for this report, Maintain existing services Address code deficiencies Keep Garage for existing vehicle Estimated cost to move into space.

13 13 of 42 SECTION 2: Background Description of the Project Door County commissioned Quantic Architects, LLC. to assess the current Old highway Shop office area and to develop estimates and to provide recommendations to resolve deficiencies. Description of the Process The illustration on the following page shows the master planning process for reviewing the old highway shop office area. A narrative description of activities follows: 1. Door County gave input regarding strategic implications and workload. 2. The Architect / Engineers reviewed scale drawings the office area of the old high way shop. 3. The Architect / Engineers, by phone and interview processes, confirmed questionable data and identified key deficiencies. 4. The Architect / Engineers then toured the old highway shop. 6. The Architect / Engineers met with Door County to confirmed key needs and developed schematic layouts and budgets. 7. The Architect then prepared a report that included an analysis of the existing facility, cost estimates, and recommendations.

14 14 of 42 SECTION 2B: ARCHITECT REPORT Existing Front Entrance Observations: The front entrance does not meet ADA. Recommendations: Use side entrance as new entrance Build new vestibule with ceiling and lighting with doors into office space and main garage area. First Floor Observations: Ceilings, flooring and walls need to be repaired and replaced. No HVAC for first floor and second floor. Toilet room does not meet ADA requirements. Recommendations: Relocate new toilet room to meet ADA. Insulate exterior walls where it is possible. Replace existing ceilings, floorings, lighting., HVAC and electrical. Patch and remove existing doors, windows that are between the main garage and office space with fire rated wall. Second Floor - Observations: There is no ADA way to get to the second floor. Ceiling, walls and flooring need repair and replacement. Cabinets are in bad shape. Recommendations: Use second floor for new mechanical room. Insulate exterior walls where it is possible. Replace existing ceilings, floorings, lighting. Patch and remove existing doors, windows that are between the main garage and office space with fire rated wall.

15 15 of 42 SECTION 2C: ENGINEERING REPORT Proposed New Systems Plumbing System Proposed Extend/Relocate Existing Piping for Existing Toilet Lavatory, Water Closet, Shower and Floor Drain for New Toilet Kitchen Sink and Electric Water Cooler Floor Drain for New Mechanical Small Tank Type Electric Water Heater for Toilet Rooms Instantaneous Point of Use Electric Water Heater for Kitchen Sink HVAC System Proposed Demolition Gas Furnace System with DX Cooling Energy Recovery Ventilation System for Toilet Rooms Electric Heaters for Toilet Rooms Refrigerant Piping Gas Piping Variable Volume Zoning Temperature Control System (2 Zones) Testing, Adjusting and Balancing Electrical System Proposed Demolition Branch Circuit Panel-board Surge Protection Device LED Interior Lighting LED Exterior Lighting Exit Signs and Emergency Fixtures Interior Lighting Controls General Purpose Receptacles Special Purpose Outlet Connections Motor Connections Communications Raceways

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18 18 of Construction Cost 10 8 Percentage Increases % AVERAGE per YEAR Percentage Increases in Costs Do not include legislative mandated required increases.

19 19 of 42 SUMMARY OF COSTS The following General Construction Allowances and budgets were prepared with a preliminary floor plan dated 1/15/15. Remodel the Office Area in the Old Highway Garage (2100 square feet remodel) Opinion of probable construction costs are as follows: General Building Costs $158,025 Plumbing $10,500 Electrical $29,500 HVAC $24,000 Site $5,000 Subtotal Building Costs $227,025 Demolition Allowance $15,000 Furnishings Allowance $12,000 Contingency $38,104 Professional Fees, Permits,, etc. (budget amount) $53,819 TOTAL BUILDING COSTS $345,948 Note, opinion of probable cost is a general and approximate opinion of cost provided as a Decision making tool for the Owner. It is not a guaranteed maximum figure. There is a degree of uncertainty in preparing construction costs because certain assumptions have been made and because of variances in the construction industry. The actual cost will not be known until bids have been obtained. Building appears to have asbestos tile and mastic glue. This would have to be tested to see if this is true. There is no cost to remove asbestos or lead in the Total Building Costs.

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25 Door County Justice Center / Heat Exchange Replacement RECORD OF BIDS RECEIVED Wednesday, February 11, 2015 Time: 4:00 p.m. Read by: Wayne Spritka, Director, Building & Grounds Recorded by: Lori Holtz, Administrative Assistant Also in attendance: None 25 of 42 Bids received from: Bid Amount Notes / Comments Eagle Mechanical 850 South Lansing Ave. Sturgeon Bay, WI $32, % High efficiency model Laars Neo-Therm LC High Efficiency Commercial Condensing Water Heater / Boiler Bassett Mechanical 1215 Hyland Ave. Kaukauna, WI $27, ================================= $39, % A.O. Smith Model VWH-1000N =========================== 99% A.O. Smith model XWH-1000N August Winter & Sons, Inc N. Roemer Road Appleton, WI PO Box 1896 Appleton, WI Tweet / Garot Mechanical, Inc Larsen Road Green Bay, WI $31, % A.O. Smith VWH-1000 $25, A.O. Smith VWH-1000 Wulf Brothers 155 E. Walnut Street Sturgeon Bay, WI $27, ================================= Option: Upgrade Heat Exchanger to Cupro-Nickle Primary Heat Exchanger $36, Laars Rheos + Commercial Condensing Water Heater / Boiler 87% Laars Neo-Therm LC High Efficiency Commercial Condensing Water Heater / Boiler 94%

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