MonroeCountyPropertyandPurchasingCommittee14345CtyHwyB

Sparta,WI54656

April2015

RE:MonroeCounty,Wisconsin,StrategicMasterRealEstateandFacilitiesPlan

MonroeCountyhasnumerousCountyownedfacilitieslocatedinvariousregionsoftheCounty.ThePropertyPurchasingCommitteeunderstandsthatitisthedesireoftheCountytogainabetterunderstandingofthephysicalconditionoftheircapitalassets,aswellasthestaff,spaceandoperationalneedsofthevariousdepartmentslocatedwithinthesefacilitiestomakestrategiccapitalassetdecisionsandpreparenear,midandlongrangebudgetaryprojections.

Project Understanding

TheintentoftheStrategicMasterRealEstateandFacilitiesPlanistoprovideMonroeCountywithaCapitalAsset“RoadMap”fororganizedgrowthanddevelopment.Theplanwillassistthecountyinmakingstrategicdecisionsonthefutureuseofitsfacilityassets.TheplanwouldhelpdeterminewhethertocontinuemakinginvestmentsintotheCountyownedfacilities,whentheyshouldbephasedoutorhowtointegratethemintotheCounty’soverallnewJusticeCenterCampus.ItisanticipatedasuccessfulStrategicMasterRealEstateandFacilitiesPlanwillallowtheCountytocontinuallymonitoritsprogressandre-evaluateitscapitalassetprioritiesasappropriate.Itisassumedthattheplanwillprojectafive-toten-yearforwardvision.

Some benefitsoftheStrategicMaster Real EstateandFacilitiesPlaninclude:

  • Aligningfacilitiesandinfrastructuredevelopmentwithplansbyforecastingfutureneeds
  • ImprovingtheanalysisandmanagementofrealestateassetstoaligntheportfoliowiththeCounty’smission
  • Trackingandeffectivelymanagingdeferredmaintenanceliabilitiestomitigateriskandenableaclosedloopprocessintakingcorrectiveactions
  • Evaluatingandplanningspaceusagetomaximizeefficiencyanddecreasetotaloccupancy
  • Streamliningtheentiremove/add/changeprocess,fromsingle-persontomulti-phasedmoves,toreducecostsandminimizeorganizationaldisruption

ProjectPlanningProcess

ThemajoractivitiesincludedinthedevelopmentoftheMonroeCountyStrategicMasterRealEstateandFacilitiesPlanisoutlinedasfollows.

Step 1:Project Planning–“Setting the Direction”

TheintentofStep1willbetosetthedirectionfortheproject.WorkingwiththeCounty’sdesignatedprojectleadershipteamtheconsultantwillfacilitateanon-siteprojectkick-offmeetingwhichwillestablishthegoals/objectivesoftheproject.

ThetaskstobeundertakenduringStep1include:

1.Preparefortheprojectkick-offmeeting

2.TraveltoSparta,Wisconsin

3.Conductprojectkick-offmeetingwiththeCountyPropertyPurchasingCommittee/Administrator

  • Reviewprojectscopeofwork/intent

  • Establishprojectgoals/objectives
  • ReviewCounty’sStrategicVision;present/future
  • IdentifyMasterPlanevaluationcriteria
  • Confirmprojectparticipants
  • Reviewprojectmanagementissues(decisionmakingprocess,schedule/milestones,etc.)
  • Collectexistingdatarelevanttotheprojectscopeofwork(i.e.,drawings,maintenancereports,etc.)

Step 1Deliverable:ProjectGoals/Objectives(Letterformat)

Step 2:Data Collection –“Determining the Requirements”

TheintentofStep2willbetocollectandassessdataneededforthedevelopmentoftheStrategicMasterRealEstateandFacilitiesPlan.ThedatacollectedwillserveasthebaselinefromwhichdecisionswillbemadeduringStep3,MasterPlanning.

ThetaskstobeundertakenduringStep2include:

1.Conductexistingfacilityassetsinventory(datatobeprovidedbytheCounty)

  • Collectfacts/historydataforeachfacilityownedbythecounty
  • Identifyrecentandproposedcapitalimprovementplans/projects(datatobeprovidebytheCounty)
  • Documentcurrentdepartmentaloccupancy(datatobeprovidedbytheCounty)

2.TraveltoSparta,Wisconsin

3.Conductexistingfacilitiesconditionsassessment(walk-thruvisualobservationoffacilities)

  • Verifyfloorplaninformation/existingconditions
  • Verifyphysicalcondition(HVAC,mechanical,plumbing,fireprotection,electrical,structural,etc).

1.BuildingEnvelope–visualassessmentofroofing,windows,doors,exteriormasonryona

samplebasistodevelopanoverallunderstandingofthebuildingcondition.

2.MechanicalSystems–visualassessmentofmajorcomponentssuchasboilers,heatexchangers,chillers,coolingtowers,generators,elevators.

3.ElectricalSystems–visualassessmentofmajorcomponentssuchasmainpanel,secondarypanels,andincomingservicevoltageandsize.Consultantwillalsoreviewtheemergencypowersystemsonsite.

4.Plumbing–assessmentofroofleaderswherevisibleplusassessmentofincomingandoutgoingutilityservicessuchassanitary,water,gas.Watersystemsincludingboosterpumpsandbackflowpreventerswillbeevaluatedinconcertwiththeoverallsystemwideassessment.

5.FireProtection–Evaluationofsystemageandtype.Firealarmsystemswillbeidentifiedandvisuallyassessed.

6.GeneralStructural–Evaluationofframingelementsandslabcondition wherevisible.

7.Civil–Adjacentsiteinfrastructurewillbeevaluatedwithregardstocondition.Typicalelementstobeevaluatedinclude:accessibility, parking capacity, sidewalkconditions,parkinglotcondition,accessdrives,sitedrainage.

8.Environmentalassessmentandasbestos,leadbasedpaint,andmoldinvestigationsarenotincluded withinthisscopeofwork.AsbestoscontainingmaterialsandleadbasedpaintmaybepresentisexpectedthatACMandLBPmaybepresentinbuildingsinadditiontootherpossiblehazardousmaterialsthatcouldrequireabatementduringrenovationwork.

  • Assessfacility’scurrentcompliancetoexistingregulatorycodesandregulationsandeffectsrehabilitationprojectsmayhaveonsystemsthatarecurrently“grandfathered”.Theintentofthestudyistoconductacodecomplianceassessmentbeyonddefiningglobalcodedeficienciesthatmayaffectfutureuseand/orrehabilitationofthefacility.

Thefollowingassumptionsaremaderelativetotheassessment:

-TheassessmentisvisualandrepresentativeinaccordancewithASTMStandards

-Requiredmanlifts,buckettrucksorotherequipmentneedswillneedtobeconsideredaspartofanyproposal.

Whereladdermayberequired,itisassumedthatCountystaffcanprovidesupport.

4.Reviewdepartmentalstaff/spaceforecastsandworkingadjacencies(datatobeprovidedbytheCounty)

5.Prepare/presentdatacollectionresultstothe Monroe County Property & PurchasingCommittee/Administrator

  • ASummaryReportwill be provided totheCountythatdevelopstheobservationsmadeinassessmenttaskintorecommendationsfortheFacilityMasterPlan.Theimprovementswilltypicallybelimitedto

infrastructureormajorsystemswork.Aestheticimprovements,technologyimprovements,programmatic,sustainability,orstateofgoodrepairprojectswillnotbeincludedwithintheplan.Additionally,theconsultantmustworkwiththeCountytounderstandandincorporateminoritemswhichwhenappliedtotheentirefacilitymayyieldamoderatetolargeestimatethatwouldtypicallybeinappropriateforincludingunderamaintenancebudget.

Step 2Deliverable:Needs AssessmentFacility Inventory/Condition Report(facilities identified in facility overviewsection)

  • Facilitiesinventorydatasheets
  • Facilitiessitelocationsmap
  • Facilitiesconditionauditsummary(renovation/correctivemaintenanceneeds)

(i.e.,excellentcondition,goodcondition,faircondition,poorcondition,safetyissues)

  • Facilitiesopportunities/constraintssummary

(i.e.,re-purpose,expand,demolition/relocationcandidates,lowreinvestmentcandidates)

  • Near-termcapitalimprovementsprojects
  • Departmentaloperationaladjacencies
  • Departmentalgrowthforecasts(projectionsassistedbyMonroeCounty)
  • Orderofmagnitudecostestimates

Step 3:MasterPlanning–“Exploring the Options”

TheintentofStep3 willbetousethedatacollectedduring Step2andbegintoestablishvariouscapitalassetmasterplanalternatives.

Thetaskstobeundertakenduring Step3include:

1.DevelopStrategicMasterRealEstateandFacilitiesPlanalternatives

  • Developconceptualmasterplanalternatives
  • Evaluateconceptualmasterplanalternatives

2.TraveltoSparta,Wisconsin

3.Present/discussStrategicMasterRealEstateandFacilitiesPlanalternativestotheCountyProperty

PurchasingCommittee/Administrator

  • Present/discussconceptualmasterplanalternatives
  • Selectpreferredconceptualmasterplanalternative
  • Developaction/implementationplanforselectedconceptmasterplanalternative
  • Developorderofmagnitudecostestimates

4.Developconceptualspaceplanforexistingcourthouse

  • Prepare/reviewdepartmentalspaceblockingplanwithCounty
  • Prepareconceptualfloorplans

5.Prepare/deliveraStrategicMasterRealEstateandFacilitiesreport

Step 3Deliverable:StrategicMasterReal Estateand Facilities Report

  • Masterplanalternatives
  • Masterplanalternativesevaluations
  • Proposedstrategicmasterrealestatemasterplan
  • Existingfacilitiesaction/implementationplan
  • HistoricCourthouseconceptualdepartmentalspacefloorplans

ProjectTeam

Projectteammembersshouldincludethefollowing.

KeyPersonnel / Role
ProjectManager
StrategicPlanner
FacilityConditionAssessorLead
FacilityConditionAssessor
ElectricalAssessor
MechanicalEngineer

CostEstimatingMasterPlanning

ReportDocumentationSupport

ProjectFeeEstimate

ProposalstoperformtheseservicesandprovidethefinalMonroeCountyStrategicMasterRealEstateandFacilitiesPlanreportforalumpsumfeeof$XXXXXXXXXX

ProjectFee Estimate
ProfessionalServices / $XXXXXXX
DirectCharges(travel,lodging,reproductioncosts) / $XXXXX
TOTALPROJECTFEE / $XXXXXXX

Alternates:

ProfessionalServices / $XXXXXXX
DirectCharges(travel,lodging,reproductioncosts) / $XXXXX
TOTALPROJECTFEE / $XXXXXXX

ProjectSchedule

Uponapproval/noticetoproceed,theMonroeCountyStrategicMasterRealEstateandFacilitiesPlanmustbeconductedwithina10-weektimeframe,withthefollowingestimatesthenumberofweeksforeachstepoftheproject.

ProjectSchedule
Step1:ProjectPlanning–“SettingtheDirection” / 2weeks
Step2:DataCollection–“DeterminingtheRequirements” / 3weeks
Step3:MasterPlanning–“ExploringtheOptions” / 5weeks
TOTAL / 10weeks

Facilities Overview

ThefacilitiestobeassessedintheStrategicMasterRealEstateandFacilitiesPlaninclude:

Facility / Floors / GrossSquare Feet
DowntownSparta,Wisconsin
ExistingCourtHouse(Historic)
112 SouthCourtStreet
Sparta,WI54656 / 4 / 30,000
AdministrationCenter
202 SouthKStreet
Sparta,WI54656 / 1w/basement / 10,700
CitizensBank
124 NorthCourtStreet
Sparta,WI54656 / 1w/basement / 4,000
RollingHillsCampus,14301CtyHighwayB, Sparta,WI54656
Building“A”CommunityServicesBuilding / 4 / 44,350
Building“B”SeniorServicesBuilding / 1w/basement / 5,556
Building“D”RollingHillsOfficesandNursing
Home,48Addition / 2 / 125,640
Museum,Sparta,WI54656 / 11,000
HighwayDepartmentOfficeBuilding,803WashingtonSt.Sparta,WI54656 / 3,500

Alternate #1:

Rolling Hills Campus, 14301 Cty Highway B, Sparta, WI 54656

BoilerHouse / 1 / 8,191
OutBuildings / - / 15,259

Alternate 2:

Rolling Hills Campus, 14301 Cty Highway B, Sparta, WI 54656

Building“C”FarmHouse / 3 / 5,050