BOARD OF SUPERVISORS FINANCE/GOVERNMENT OPERATIONS AND ECONOMIC DEVELOPMENT COMMITTEE ACTION ITEM Date of Meeting: October 10, 2017 # 10 SUBJECT: ELECTION DISTRICT: Contract Award and FY 2018 Capital Improvement Program Amendment/Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement Sterling CRITICAL ACTION DATE: October 10, 2017 STAFF CONTACTS: Joe Kroboth III, Transportation and Capital Infrastructure Mark Hoffman, Transportation and Capital Infrastructure Christopher Bresley, Finance and Procurement Cheryl L. Middleton, Finance and Procurement PURPOSE: To award a contract for the Claude Moore Recreation Center Pool Seating Expansion and Heating, Ventilation, and Air Conditioning (HVAC) Replacement project; to amend the FY 2018 Capital Improvement Program (CIP) to transfer $111,139.20 from the Contingency Account in the Capital Fund; to appropriate $2,448,960.80 in cash proffers from the Public Facilities Fund and transfer that amount to the Capital Fund in order to provide supplemental funding for the Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement project. RECOMMENDATION: Staff recommends that the Finance/Government Operations and Economic Development Committee (FGOEDC) recommend to the Board of Supervisors (Board) that the Purchasing Agent be authorized to award a contract for the Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement to Howard Shockey and Sons, Inc. in the estimated amount of $6,261,000. Staff also recommends that the FGOEDC recommend to the Board to amend the FY 2018 Capital Improvement Program (CIP) to transfer $111,139.20 from the Contingency Account in the Capital Fund and to appropriate $2,448,960.80 in cash proffers from the Public Facilities Fund and transfer that amount to the Capital Fund in order to provide supplemental funding for the Claude Moore Recreation Center Pool Seating Expansion and HVAC replacement project. BACKGROUND: Invitation for Bid No. 655 was issued on June 27, 2017, for the Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement project. Two (2) bids were received on August 21, 2017, with Howard Shockey and Sons, Inc. being the lowest responsive and responsible bidder in the amount of $6,261,000. Below are the bids received:
Item 10, Contract Award and FY 2018 CIP Amendment/Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement Finance/Government Operations and Economic Development Committee October 10, 2017 Page 2 Name Bid Price Howard Shockey and Sons, Inc. $6,261,000 W.M. Schlosser Company $7,266,000 The purpose of this contract is to construct a new seating expansion of approximately 8,400 square feet to the existing 50 Meter Competition pool area, with a two level addition to provide a location for spectators to observe team meets and practices. This double level expansion includes the spectator seating mezzanine level on top and usable spaces below at the lower level. The spectator seating expansion area will accommodate approximately 580 people and will be fully compliant with American s with Disabilities Act (ADA) requirements. The lower level consists of a mechanical room that serves the new seating expansion to include a wet training area, meet manager s office and storage rooms. The project also includes an HVAC Replacement component which consists of complete demolition and replacement of the existing HVAC system at the 50 Meter Competition Pool and Leisure Pool to improve the ventilation in the facility for the swimmers and spectators. The new system design incorporates a new ducting layout to provide increased ventilation airflow at pool surface level and provide low dew point supply air to the space interior to negate condensation formation on interior windows and structure. New dehumidification equipment has been upsized to handle the addition of the new spectator seating area. A complex control system will allow separate modes of operation of the dehumidification units and ducting system, allowing more conditioned air to the spectator seating area during swim meets and another mode will provide maximum ventilation to the pool deck during swim practice when high swimmer load is present. ISSUES: The proposed project encompasses two elements a pool seating expansion in the existing pool area and an HVAC system replacement for the existing competition pool and leisure pool facility. Initially, both elements were intended to be designed and bid separately; however, the Department of Parks, Recreation and Community Services (PRCS), the Department of General Services (DGS), and the Department of Transportation and Capital Infrastructure (DTCI) collectively acknowledged the benefit of combining both projects and to bid under one contract to help minimize possible repeated pool closings and revenue loss during the construction phase. The Claude Moore Recreation Center which was opened in 2007 is a heavily used facility that includes a pre-school program, competition and leisure swimming pools, and full service indoor recreation facilities. Due to heavy use, the HVAC system is in critical need of replacement requiring extensive alterations to the building including partial removal of the roof and exterior walls. The recreation center programs are in high demand and generate significant revenue. Given the limited supply of these programs in the County, a critical aspect of this project is to minimize the time the recreation center is closed for business during construction. In order to limit closure of the facility, a compressed construction schedule was adopted. The recreation center and pool space will be closed for contractor access between May 29, 2018 and September 3, 2018. The daycare area will be closed between May 26, 2018 and June 10, 2018 to allow the contractor to shutdown and reroute HVAC equipment serving that area after the completion of pre-school and
Item 10, Contract Award and FY 2018 CIP Amendment/Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement Finance/Government Operations and Economic Development Committee October 10, 2017 Page 3 before the start of summer camps. The daycare area will also be closed on weekends during the construction period. With the limited supply of contractors able to perform the specialized work within the aggressive schedule, only two contractors bid the work at a cost higher than estimated. FISCAL IMPACT: The current available expenditure balance for the Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement project totals $5,000,000, which is funded by cash proffers. Staff recommends transferring $111,139.20 from the CIP Contingency Account, which has a current balance of $7,582,990, to the Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement project. In addition, staff recommends that the FGOEDC recommend to the Board to appropriate $2,448,960.80 in cash proffers in the Public Facilities Fund and transfer that amount to the Capital Projects Fund in order to provide supplemental funding for the Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement project. The project increase is $2,560,100 for a total project budget of $7,560,100. The CIP Contingency Fund balance would be $6,606,850.80, if the three items on the FGOEDC s October 10 agenda are approved. ALTERNATIVES: 1. Recommend to the Board that the Purchasing Agent be authorized to award a contract for the Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement to Howard Shockey and Sons, Inc. in the estimated amount of $6,261,000. 2. Do not recommend award of contract and direct staff on how to proceed. 3. The Board may choose to recommend the transfer of some, none or all of the requested $111,139.20 from the CIP Contingency account in the Capital Projects Fund and to appropriate $2,448,960.80 from the Public Facilities Fund and transfer this amount to the Capital Projects Fund to provide supplemental funding for the Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement project. If the Board chooses to not appropriate the additional funding for the project, then the County will not have sufficient funds available to award the contract for the Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement project. DRAFT MOTIONS: 1. I move that the Finance/Government Operations and Economic Development Committee recommend to the Board of Supervisors that the Purchasing Agent be authorized to award a contract for the Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement to Howard Shockey and Sons, Inc. in the estimated amount of $6,261,000. I further move that the Finance/Government Operations and Economic Development Committee recommend to the Board of Supervisors to amend the FY 2018 Capital Improvement Program and budget by directing staff to process a budget adjustment to
Item 10, Contract Award and FY 2018 CIP Amendment/Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement Finance/Government Operations and Economic Development Committee October 10, 2017 Page 4 transfer $111,139.20 from the Contingency Account in the Capital Projects Fund to the Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement project and to appropriate $2,448,960.80 of cash proffers in the Public Facilities Fund and transfer those funds to the Capital Project Fund Claude Moore Recreation Center Pool Seating Expansion and HVAC Replacement. OR 2. I move an alternate motion. ATTACHMENTS: 1. Capital Improvement Program: FY 2018 Adopted Fiscal Plan, page 10-40. 2. ZCOR 2015-0187, Cash Proffer Determination - Request from DTCI to use Parc Dulles II cash proffer funds for the Sterling Area Projects, which include Claude Moore Recreation Center, Claude Moore Park, Sterling Library and Sterling Community Center.
FY 2018 Adopted Budget Claude Moore Recreation Center Pool Seating Expansion Project Description C02170 & C02172 This project provides funding to expand the facility to accommodate spectator seating in the competition swimming pool area, and replace the HVAC and air evacuation systems for the Claude Moore Recreation Center. This project provides a permanent seating area for the competition pool, allowing for a storage area underneath the seating area for pool equipment, which is currently stored outdoors, and to replace and expand the capacity of the HVAC and air evacuation systems for the pool area. This will allow for additional seating, improved spectator viewing, and improved quality for swimmers and spectators during competitions and practices. Election District Sterling Prior 6 Year Future Project Capital ($ in 1000s) Alloc. FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 FY 2022 Total FY's Total Land - - - - - - - - - - Professional Services - - - - - - - - - - Construction - - 3,000 - - - - 3,000-3,000 Furniture, Fixtures & Equip - - - - - - - - - - Other - - 2,000 - - - - 2,000-2,000 Total Cost - - 5,000 - - - - 5,000-5,000 Local Tax Funding - - - - - - - - - - Fund Balance - - - - - - - - - - General Obligation Bonds - - - - - - - - - - Lease Revenue Financing - - - - - - - - - - Proffers (Cash) - - 5,000 - - - - 5,000-5,000 Proffers (In-Kind) - - - - - - - - - - State Capital Assistance - - - - - - - - - - Fees - - - - - - - - - - Local Gasoline Tax - - - - - - - - - - Proceeds from Land Sale - - - - - - - - - - Federal Funding - - - - - - - - - - Total Financing - - 5,000 - - - - 5,000-5,000 Operating Impact ( $ in 1000s) FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 FY 2022 Total O&M - - - 18 18 18 54 Total Impact - - - 18 18 18 54 Loudoun County, Virginia 10-40 Attachment 1 Parks, Recreation and Culture
CORRESPONDENCE SUMMARY DATE: November 18, 2015 CORRESPONDENCE NUMBER: ZCOR 2015-0187 SUBJECT: Request from DTCI to use Parc Dulles II cash proffer funds for the Sterling Area Projects which include Claude Moore Recreation Center, Claude Moore Park, Sterling Library and Sterling Community Center 1993 Ordinance Reference Numbers: N/A 1972 Ordinance Reference Numbers: N/A Other Applicable Reference Numbers: ZMAP 2002-0017* (LSDO/FSM/ZMAP/SPEX) Applicable Tax Map/PIN Numbers: Election District: N/A Broad Run Correspondence Summary: It is appropriate to use the funds in LMIS Sequence #99072361/Oracle Award #Y01140 for the Sterling Area Projects which include Claude Moore Recreation Center, Claude Moore Park, Sterling Library and Sterling Community Center. PROPERTY OWNER: DTC Windmill Parc LLC Lerner Corporation 2000 Tower Oaks Blvd, Floor 8 Rockville, MD 20852-4284 Authors: Kelly Griffin (DTCI) & Amy Kresge *Indicates where to file Is this a determination? Check one: Yes _ _ No Attachment 2 ZCOR 2015-0187
County of Loudoun Department of Planning and Zoning MEMORANDUM DATE: November 18, 2015 TO: Daniel Csizmar, Capital Budget Manager, Department of Transportation and Capital Infrastructure (DTCI) FROM: Amy L. Kresge, Proffer Program Manager SUBJECT: Proffer Determination Regarding Use of Parc Dulles II Cash Proffer Funds for the Sterling Area Projects: Claude Moore Recreation Center, Claude Moore Park, Sterling Library and Sterling Community Center This correspondence is sent in response to your November 3, 2015, memorandum to Tim Hemstreet, County Administrator, and Mark Stultz, Zoning Administrator, which requested a proffer determination concerning the use of a specific cash proffer received from the developer of Parc Dulles II to fund the Sterling Area Projects including Claude Moore Recreation Center, Claude Moore Park, Sterling Library and Sterling Community Center. The requested proffer funds ($4,384,103.08), as well as future contributions, may be used for the Sterling Area Projects. Please be advised that I cannot guarantee that the requested funds have not been disbursed or obligated to other projects. On July 19, 2011, the Board of Supervisors approved a zoning map amendment application for Parc Dulles II, ZMAP 2002-0017, subject to the Proffer Statement dated July 12, 2011. As stated in the text below, Proffer VII.A provided for a capital facilities contribution in the amount of $23,758.00 for each multi-family dwelling unit, to be paid at the time of zoning permit issuance. The capital facilities contribution shall be reduced by the dollar value of the Owner s construction of a half-section of the offsite portion of Haleybird Drive. Additionally, no capital facilities contribution shall be paid for dwelling units subject to Article 7 of the Zoning Ordinance or for Unmet Housing Needs Units. VII.A. Capital Facilities Contributions. At the time of issuance of the zoning permit for each multi-family dwelling unit constructed on the Property, and subject to the limitations as described below, the Owner shall pay the County a one-time cash capital facilities contribution in the amount of Twenty Three Thousand Seven Hundred Fifty Eight Dollars ($23,758.00) (the "Capital Facilities Contribution") for each such unit, provided however that, if required by the Code of Virginia, such per unit cash contribution for each unit shall not be collected or accepted by the County until after completion of the final inspection and prior to the issuance of the certificate of occupancy ZCOR 2015-0187
Daniel Csizmar November 18, 2015 Page 2 of 4 for each subject dwelling unit. The Capital Facilities Contributions shall be reduced by the dollar value of the Owner's construction of a half-section of the offsite portion of Haleybird Drive, which improvement is agreed to be valued at $536,000.00. The credit for this improvement shall be applied pro rata to the first 350 residential zoning permits issued on the Property for which a Capital Facilities Contribution is owed, such that a $1,531.42 portion of the credit shall be deducted from each Capital Facilities Contribution for each of the first such 350 residential dwelling units. The Capital Facilities Contribution shall not be paid for dwelling units constructed and offered for sale or rent consistent with the requirements of Article 7 of the Zoning Ordinance, or for UHNU's offered for rent to households whose income is less than seventy percent (70%) of the MHI. To date, $4,384,103.08 has been collected pursuant to Parc Dulles II Proffer VII.A.; the proffer is partially fulfilled. The account has earned $979.19 in interest and $0 has been dispersed from this proffer account (LMIS Sequence #99072361/Oracle Award #Y01140). The current balance is $4,385,082.27. The Loudoun County FY 2016 Adopted Capital Improvement Program (CIP) includes the Sterling Community Center Renovation and Sterling Library projects, both of which are part of the Sterling Public Facilities Master Plan initiated by the Board of Supervisors. Currently the two facilities are co-located at 120 Enterprise Street (PIN# 022-26-9101). The existing Sterling Library will be relocated to storefront space in Sterling Plaza (PIN# 022-15-4155). The relocated library will expand its program space and include additional meeting room space for library programs and public meetings, study rooms for small groups, expanded Teen and Children s spaces, increased public computer areas, library materials, and additional seating. The renovated Sterling Community Center will occupy 18,000 square feet in its current location, which represents an expansion of 8,000 square feet due to the relocation of the Sterling Library. The additional space will allow for new opportunities for community programs and meeting space. The Loudoun County FY 2016 CIP includes previously funded improvements to Claude Moore Park. Claude Moore Park is a previously funded and constructed capital facility that has been in operation for many years and is located at the southeast quadrant of Cascades Parkway and Potomac View Road (PIN# 021-35-8640). The proposed facility improvements include installation of a public restroom building and field lighting. Funding is also requested for Claude Moore Recreation Center (also located on PIN# 021-35- 8640). Claude Moore Recreation Center is a previously funded and constructed capital facility which opened in 2007. The proposed improvements to Claude Moore Recreation Center include expanding the seating area for the competition pool and storage space under the new seating area. Proffered capital facilities contributions are used by the County to fund the development of capital facilities within the same Planning Subarea as the zoning map amendment application. The boundary of ZMAP 2002-0017 and PIN# s 022-26-9101, 022-15-4155, and 021-35-8640 are all located within the Sterling Planning Subarea (see attached Vicinity Map). Therefore, it is ZCOR 2015-0187
Daniel Csizmar November 18, 2015 Page 3 of 4 appropriate to use the current balance, plus future contributions in LMIS Sequence #99072361/Oracle Award #Y01140, to fund construction of the Sterling Area Projects which include Claude Moore Recreation Center, Claude Moore Park, Sterling Library and Sterling Community Center. PLEASE NOTE: This opinion is valid only as of this date, and this opinion does not and shall not relieve the owner or any occupant of the property in question from the obligation to comply with all applicable Zoning Ordinance and other County Ordinance requirements. This opinion is based upon the proffers as they exist as of the date of this letter and such proffers may be amended by a subsequent Zoning Concept Plan Amendment. This determination applies solely to the referenced property and is not binding upon the County, the Zoning Administrator or any other official with respect to any other property. No person may rely upon this determination with respect to any property other than the referenced property. Please be advised that any person aggrieved, or any officer, department or agency of Loudoun County affected by an order, requirement, decision or determination made by an administrative officer in the administration or enforcement of the provisions of the proffer conditions attached to a rezoning or amendment to the zoning map, may appeal said decision within thirty (30) days to the Board of Supervisors in strict accordance with Section 15.2-2301 of the Code of Virginia. This decision is final and unappealable if not appealed within 30 days. An application package for an appeal to the Board of Supervisors may be obtained by visiting the Loudoun County Government Center, 1 Harrison St. S.E., Second Floor, Customer Service, Leesburg, VA. Two copies of the completed application must be submitted to the Department of Building and Development Customer Service counter with the fee payment of $350.00 within 30 days from the date of this letter. If you have any questions concerning this correspondence, you may call me at 703-737-8890 or contact me via email: amy.kresge@loudoun.gov. Attachment: Vicinity Map cc via email: Scott K. York, Chairman At-Large James G. Bonfils, Interim Broad Run District Supervisor Eugene A. Delgaudio, Sterling District Supervisor Robin Bartok, Staff Aide to Chairman York Tim Hemstreet, County Administrator Charles Yudd, Assistant County Administrator Kenny Young, Assistant County Administrator Joe Kroboth, Director, DTCI Ricky W. Barker, AICP, Director, Planning and Zoning Erin McLellan, Director, Management and Budget Mark Stultz, Zoning Administrator Julie Crim, Capital Budget Specialist, DTCI cc via U.S. Mail: DTC Windmill Parc LLC, Property Owner ZCOR 2015-0187
VICINITY MAP ZCOR 2015-0187