Project Type: Replacement Program Project Status: Resubmitted
Project Origin: Study/Assessment
Project Schedule: Start: July 2016 – Finish: June 2019 Requestor: General Services
Contact: Michael Freitas/3939 Department Ranking: 5of 5 OFD Assistance: Yes Fiscal Agent: County Project Operating Impacts: Yes Revenue Offset: None Project Description:
This request calls for the complete replacement of the windows at the County Office Building McIntire. The existing windows were installed in 1979-1980 according to the September 18, 2001 “Albemarle County Office Building Window Assessment”, updated September 15, 2006 and, most recently, September 2, 2015. To support this window assessment a thermal imaging assessment was conducted in January 2008. This assessment concluded that roughly 90% of the windows analyzed experienced heat loss. According to the 2006 study conducted by Heyward Boyd Architects there are 390
windows. The design, architectural appearance, and energy rating will be a factor in the cost per window. Due to the various sizes of the window openings, each window will need to be custom built. The current estimated annual energy loss due to excessive air infiltration is approximately $24-36 (in 2015 dollars) per window per year. Due to the size of the project it is anticipated that it will take more than one fiscal year to complete the design and construction. The windows significantly affect the aesthetic of the County Office Building. Because the building lies within one of the City of
Charlottesville Architectural Control Districts, any change to the building will require a Certificate of Appropriateness from the City’s Board of Architectural Review.
Options and associated cost estimates presented in the September 2, 2015 update are:
Option 1 Repair the damaged existing windows by replacing all spring balances and $176,801 replacing glass at only the fogged units
Option 2 Repair the damaged existing windows by replacing the spring balances and glass $353,393 at all units
Option 3 Replace the existing windows with approximately same size new aluminum clad $1,914,730 wood units in the existing openings. Remove existing EIFS surrounds and install
new stucco and caulk
Option 4 Remove existing windows and EIFS surrounds. Replace with new 5’-8” high pre- $2,504,554 finished aluminum clad wood double hung with aluminum clad panels above. Unit
widths to be standard size combinations to closely match the existing masonry opening widths (pre-1980)
Option 5 Remove existing windows and EIFS surrounds, replace with aluminum clad wood $2,909,006 units sized to fit the existing (pre-1980) masonry openings, matching both height
and width.
Option 6 Remove existing windows and EFIS surrounds, replace with Bensen Wood units $4,463,655 sized to fit the existing (pre-1980) masonry openings, matching both height and
width
(Note: estimates include 20% contingency, but do not include design or project management costs)
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(Continued: COB McIntire Window Replacement)
General Services recommends Option 3.
Location/Property:
Location:
Physical Location: 401 McIntire Road, Charlottesville, VA 22902
GPS Coordinates: 38.035614/-78.482157
Magisterial District: N/A
Neighborhood: N/A
Site Status (Land): Land Purchase Not Required Assets: County Owned
Relationship to an Approved County Policy or Plan:
County Aspirations:
Critical Infrastructure: Prioritize, plan and invest in critical infrastructure that responds to past and future changes and improves the capacity to serve community needs
Comprehensive Plan: Community Facilities Plan. Objective: Priority shall be given to the maintenance and expansion of existing facilities to meet service needs. Maintenance of existing facilities is of primary importance. No benefit is gained if new facilities are provided while existing facilities deteriorate and become substandard. Also, in meeting new service needs, consideration should be given to whether existing facilities can provide an adequate level of service through modification of them.
Guiding Principles:
Improve and maintain critical County facilities to a 40-year useful life to improve functionality of buildings and preserve assets
Provide well-located, safe and efficient facilities that offer quality customer service and increase employee productivity
Incorporate environmentally sensitive and energy efficient systems into County facilities
Assist departments in preserving and maintaining the County's investment in buildings, land, infrastructure, and equipment
Other:
Value – Stewardship: We honor our role as stewards of the public trust by managing our natural, human and financial resources respectfully and responsibly. We have also been called upon to use a common sense approach to energy conservation in our effort to reduce consumption and simultaneously reduce our utility expenditures.
We have also been called upon to use a common sense approach to energy conservation in our effort to reduce consumption and simultaneously reduce our utility expenditures.
Project Justification:
The justification for this project is the Window Assessment conducted in 2001 and updated September 2006 and again in September 2015, the External Thermal Image Study report of February 2008, and the Facility Assessment of December 2014, all prioritizing this project. The studies and assessment found the aluminum windows counter balance hardware has failed. The very apparent failure of the seals reduces efficiency. Water infiltration due to the failure of the Exterior Finish Insulation System (EFIS) is also creating moisture damage behind interior walls. Further deterioration could also lead to safety concerns for occupants. The cost estimate to complete the project is from the Facility Assessment and the Window Assessment of September 2015.
Change/Reasons for Revisions:
As compared to the adopted FY 16 project, the cost has been revised based upon updated analysis. This current estimate is based on FY 2016 analysis while last year’s estimate was based on a 2006 analysis with an inflationary factor applied over the course of nine years that proved to be overcompensating.
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(Continued: COB McIntire Window Replacement) Alternatives/Impact if Project Not Funded/Completed:
The County will continue to waste valuable energy as documented by the Thermal Imaging study of February 11, 2008. In addition, deterioration due to moisture penetration of the failing windows and surrounds could quite possibly lead to mold and structural damage as was evidenced during our recent repointing effort.
Other Special Considerations:
Eligible for Co-location
Related to/Dependent upon another submitted project Public/Private Partnership
Other: "[Click here to enter OTHER information.]"
Capital Project Request Financial Data:
Project Index
COB McIntire Window Replacement FY17 FY18 FY19 FY20 FY21 FY17 - FY21
EXPENDITURES
Architectual/Design/Engineering Costs $159,561 $0 $0 $0 $0 $159,561
Construction/Site Preparation/Utilities Cost $0 $1,972,172 $0 $0 $0 $1,972,172
Project Management Fee $7,395 $47,224 $48,600 $0 $0 $103,219
EXPENDITURES TOTAL $166,956 $2,019,396 $48,600 $0 $0 $2,234,952
REVENUES
OPERATING IMPACTS
Operating Costs (excl. maintenance) $0 -$14,462 -$14,896 -$15,343 -$44,701
Net Operating Cost $0 -$14,462 -$14,896 -$15,343 -$44,701
Personnel Count 0.00 0.00 0.00 0.00 0.00
COB McIntire Window Replacement FY22 FY23 FY24 FY25 FY26 FY22-FY26 FY17-FY26
EXPENDITURES
Architectual/Design/Engineering Costs $0 $0 $0 $0 $0 $0 $159,561
Construction/Site Preparation/Utilities Cost $0 $0 $0 $0 $0 $0 $1,972,172
Project Management Fee $0 $0 $0 $0 $0 $0 $103,219
EXPENDITURES TOTAL $0 $0 $0 $0 $0 $0 $2,234,952
REVENUES
OPERATING IMPACTS
Operating Costs (excl. maintenance) -$15,803 -$16,277 -$16,766 -$16,269 -$16,757 -$81,872 -$126,573
Net Operating Cost -$15,803 -$16,277 -$16,766 -$16,269 -$16,757 -$81,872 -$126,573
Personnel Count 0.00 0.00 0.00 0.00 0.00 0.00 0.00
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Requestor: Department of General Services Contact: Michael Freitas x3939
Department Ranking: 1 of 4 OFD Assistance: Yes
Fiscal Agent: County Project Operating Impacts: No Revenue Offset: None Project Description:
This is an on-going program to finance defined maintenance projects not identified in the Operating Budget with the basic goals: extending the life of existing facilities and the mechanical systems therein; keep deferred maintenance to a
minimum; provide a pleasant environment for county employees and those who conduct business with county departments. These projects are intended to maintain, replace, improve or otherwise add value to capital assets in accordance with acceptable management plans derived from nationally recognized processes. This program includes the two county office buildings, three County owned libraries, four fire rescue stations with a fifth approved by the Board of Supervisors, and includes the court facilities, old jail, jailer’s house and the Sheriff’s office within the J&DR Court, and the Old Crozet School. General Services has recently taken on the responsibility of the Crozet train depot. In Fiscal Year 2017, General Services will be responsible for the maintenance of 448,130 square feet of buildings with an estimated
replacement value of $104,518,058.00. Identified frequency and costs of cyclical maintenance projects are from the 2015 RS Means® Facility Maintenance and Repair Cost Data, 22nd Edition. Mechanical and other building envelop projects are identified in the most recent Facility Assessment.
Program Summary:
Exterior painting and maintenance of buildings as determined by walk-around inspection by maintenance personnel, facility assessment, or after repairs. This includes the wood surfaces of one-third of the exterior of COB McIntire and court facilities; interior wall finishes of buildings as determined by work order requests, the cyclical maintenance schedule and following repairs or renovations.
ADA compliance: New ADA regulations were released in 2010 and went into effect in 2012. These funds will be used to correct deficiencies as reported in a recently completed ADA assessment survey of July 2014. Funding will also be used to respond to complaints or suggestions from employees or county residents.
Energy conservation projects: Funding will be used to supplement projects that will accomplish two criteria:
Improve the facility and directly reduce utility use in our county buildings, such as retrofitting lights, installing LED fixtures, water conservation fixtures, and energy audits to name a few.
Flooring replacement: As determined by walk-around inspections conducted by maintenance personnel, work orders requested from department heads, cyclical maintenance schedule, or as part of repairs and renovations.
This includes the replacement of carpeting, tile flooring and base molding.
Restroom renovation/upgrade: To bring restrooms up to an acceptable state of appearance with water/electric saving fixtures, installing tile floors and walls, replace stall partitions and ceiling tiles. This will enable better cleaning/sanitizing of surfaces and reduce the potential of mold and mildew.
Facility Assessment: A critical aspect of our maintenance program, this four-year cycle of inspections enables accuracy with budget requests and maintenance scheduling and provides the County a written report of a condition index for each county facility. The next assessment is scheduled for Fiscal Year 2019.
Office suite renovations: These projects are identified by department heads and requests are reviewed by General Services and OFD. These projects provide space efficiencies for departments struggling with increased level of service or expanded responsibilities. Identified for FY 2017 is a renovation of the Fire Rescue suite, and DSS at COB 5. This includes A/V and recording upgrades for Lane Auditorium, COB McIntire room 241, and COB 5th street room A.
COB parking lot paving: Complete milling and laying of new asphalt at both count office buildings, a total of 7.45 acres of parking lot. Price includes the necessary restriping. Work is scheduled in phases over four consecutive