5.2. & 5.3. SR 06-24-2002 - Laserfiche WebLink

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was also expanded to match the basement footprint (slighdy over 2,700 square feet was added to the project). Finally the FF&E estimate that started out at $250,000 is now estimated at $550,000. (Of this amount, only $105,000 is for actual furniture while security is coming in at $165,000, the radio system at $48,000, cabling at $130,000, and thc telephone/voicemail system at $88,000.) All in all, the Public Safety facility is about $620,000 over the funding level that is available. The options to close this budget gap include downsize of the building, redesign some of the building systems, and identify additional funds. The largest financial component of the Public Safety project to reconsider is the Geothermal system. This Geothermal system received extensive debate at the committee level and by the City Council regarding the cost versus benefit for this system, the payback time frame, replacement cost for the Geothermal pumps, maintenance expenses, etc. In early March, it was estimated that the pay back would be in the seven- to nine year-time frame and by the end of March this pay back had been extended to around ten to maybe 12 years. The estimated cost for the system remained at $200,000. We don't know for sure yet but the extra cost for the Geothermal system may be around $250,000 and, if so, then the payback is approaching 15 years. At this cost and this pay back time frame, serious reconsideration needs to be given to this system. At this cost level and payback timeframe there does not appear that there is any real savings by way of lower operating expenses offsetting increased capital expenses. Also, it seems like the equipment (pumps mainly) will wear out and will need to be replaced somewhere in this ten- to 15-year time frame. This is still viewed as "new" technology and the City received few bids for this part of the project. If the City were to rebid a conventional mechanical and heating system, we would expect a large number of bids to be received and that the savings to the City could exceed the $250,000 amount. We will have the figure for the extra cost of the Geothermal system available Monday night. Another big item to consider is the 4,500 square foot upstairs police station shell area. The main purpose for this area was to ensure that the facility would meet our 20 year police needs; however, it is very difficult to estimate the program needs for 20 years and it may be that the lower level of the facility will be large enough to meet our 20 year needs for police office space. The police did gain some space early in the process when the attorney office was moved to City Hall but also "lost" some space with the Geothermal equipment/controls room and the information technology office. There has always been an expansion planned for the police station and this will be on the north side of the facility and this is expected to be two stories. Removal of the upstairs 4,500 square foot shell area would save an estimated $165,000, although this could be slightly more if there is some redesign work done so that the elevator would never reach a second level. The question really is two-fold: (1) to remove the 4,500 square foot shell and/or (2) not even plan for part of the expansion to be on top of the existing facility. It seems that if we remove the shell at this time there is no need to plan for any part of an expanded police facility to be on top of the existing footprint. In terms of additional money being put into the project, it is recommended that we add $25,000 from the 2002 City Council contingency fund. This money would be applied to the FF&E. This $25,000 matches the building permit fee for the Public Safety facility.