HomeMy WebLinkAboutFire Station #3 and 911 Communications Center
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: James Goehrung, Director of Facility Services
Chuck Winn, Director of Public Safety/Fire
Chris Kukulski, City Manager
SUBJECT: Award of Bid for the Construction of a combined City of Bozeman Fire
Station #3 and Gallatin County 911 Emergency Communications Center
MEETING DATE: July 21, 2008
RECOMMENDATION: Authorize the City Manager to sign the award of bid for the
construction of Bozeman Fire Station #3 and Gallatin County 911 Emergency Communications
Center. The City’s share of the total construction contract with Martel Construction Inc., for the
project is in the amount of $2,682,318.00.
There are a number of owner supplied items that are outside the guaranteed maximum price for
Martel Construction listed above. The City will retain a 5% construction contingency of
$134,461. Addition owner supplied items amount to $741,214.00. A summary of the owner
supplied items is included in the project budget attached to this report.
After all the value engineering and evaluation of the chosen mechanical systems for this project
the total project cost for the Fire Station side of this combined project is $3,557, 993.00.
The total project cost is $9,324.00 under the anticipated project cost for the City of Bozeman’s
share of the project. The total project cost for the combined Fire Station #3 and County 911
Communications center is now at $7,155,163.00.
The County Commission is scheduled to review the award of bids at their meeting on July 29,
2008. Once they approve the County’s portion of the project, a joint award and contract will be
issued.
BACKGROUND: The City of Bozeman and Gallatin County have worked closely together
to coordinate the design and construction of a single footprint building that will house both
essential service facilities for the City and Gallatin County. This joint project has provided for
some dramatic cost savings for both the City and County because of the shared development and
construction costs associated with the joint occupancy of a single facility.
The Architect and the Construction Manager have worked out a fair and equitable allocation of
costs for all categories of design and construction for the building. Costs have been broken out
for City costs, County costs, and shared costs. Percentages have been allocated for each division
category based on either square footage or anticipated use. Costs will be billed to the City and
County based on these calculations.
Bids were opened on Tuesday, June 24. The one category that was over budget, were the bids on
the mechanical system. The system that was selected for this project was a ground source heat
pump. This type of systems uses sections of flexible pipe that are buried below the frost line.
Water is pumped through the series of pipe and utilized the constant 50 + or – temperature of the
earth to cool the building. In the winter the system minimizes the amount of energy need to
bring the water to the needed temperature.
The upfront cost for this system is higher than a tradition heating furnace and cooling condenser.
The payback for the ground source system is an estimated 10 to 12 years. The project estimate
from the mechanical engineer was not accurate. The engineer did not take into consideration all
of the earthwork and some of the major system components were underpriced. There is also a
good deal of redundancy needed on this system, back-up pumps for example, because of the 911
Center needs for essential services reliability. We will continue to work on refining the costs for
this system but recommend this system for long term reliability and energy savings.
FISCAL EFFECTS: The two sources of funds for this project are Fire impact Fee cash and an
Intercap Loan through the State of Montana Board of Investments.
Sources of Funds:
Impact Fees (Design Paid To Date)275,296$
Impact Fees (Cash on Hand ‐ 6/30/08)2,310,000
Impact Fees (Add'l Cash through 3/30/09)85,500
Intercap Loan 887,197
Total Sources of Funds 3,557,993$
Because current state statutes do not provide specific authority for cities to borrow against
streams of impact fee revenues, we will need to borrow the funds under the city’s general
borrowing authority (general obligation) MCA 7-7-4104. Under this authority, the City can
borrow up to $1,953,341 without a vote of the public. This loan is ultimately secured by the
City’s General Fund; we intend to use Fire Impact Fees collected during each year to make the
debt service payments, but if those should fall short the General Fund would be required to make
the payment.
Under current Intercap rates, a loan of $890,000 would require annual debt payments of $81,000
(15 year term, 4.25%). There is no penalty for early payment, and it would be our intention to
pay off this loan as quickly as possible. Over the past 10 years, Fire Impact Fee Collections have
averaged $273,000 per year; if collections continued at the average, we could retire the debt
within 4 years. If collections slowed, we would only be obligated to make the annual payment of
$81,000. We will formally apply for the loan in August and draw the funds after all impact fee
cash has been spent, estimated to be spring 2009. For loans under $1 million, Board staff
considers and approves the applications. Money is always available from the program – they
have no set funding cycle. Our first payment would be due in early Fiscal Year 2010.
Fire Impact Fee Revenue
FY08 352,450$
FY07 443,590$
FY06 322,925$
FY05 357,557$
FY04 214,104$
FY03 291,344$
FY02 191,275$
FY01 146,557$
FY00 192,185$
FY99 223,471$
Average 273,546$
ALTERNATIVES: As suggested by the City Commission.
Respectfully submitted,
_________________________________ ____________________________
James Goehrung Chris A. Kukulski, City Manager
Director of Facility Services
Attachments: Project Summary of Cost
Mechanical Payback Analysis
Report compiled on June 26, 2008