Item G2
TIME APPROXIMATE
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: July 26. 2000
Division:
Public Works
Bulk Item: Yes
No
x
Department: Engineering
AGENDA ITEM WORDING:
Update from Jose Gonzalez for work being perfonned at the Jackson Square Project.
ITEM BACKGROUND:
Gonzalez Architects is providing the architectural services for the renovation of the Lester Building, Old
Courthouse, Judicial Building, and the Annex Building. The Board of County Commissioners requested
that the architect provide them with periodic updates on the status of work at Jackson Square.
PREVIOUS RELEVANT BOCC ACTION:
Jose Gonzalez presented updates on the Jackson Square Complex on April 8, 1998, September 3, 1998,
October 21, 1998, January 13, 1999, April 14, 1999, July 21, 1999, October 13, 1999, January 13,2000,
and April 19, 2000.
STAFF ~ECOMMENDATION: No action required.
TOTAL COST: N/ A
BUDGETED: Yes
Account #
N/A
NO
Cost to County: N/ A
REVENUE PRODUCING: YES
NO l AMOUNT PER MONTH
YEAR
APPROVED BY: Co
OMBlPn,ehas;ng' N!A ~JeK-- N!A
ction Manager David S. Koppel, P.E., County Engineer
c%-<?-.~/<p~ ? //Ao
Dent Pierce, Division Director
Item Prepared .by:
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION: Included
DISPOSITION:
To follow
Not required
AGENDA ITEM #
x
'-b~
TIME APPROXIMATE
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
July 26. 2000
Division:
Public Works
Bulk Item: Yes
No
x
Department:
Engineering
AGENDA ITEM WORDING: Update from Bert Bender of Bender & Associates Architects, P.A. on the
status of the Gato Building Renovation Project.
ITEM BACKGROUND: Bender & Associates Architects, P.A. is providing the architectural services for
the renovations of the Gato Building.
PREVIOUS RELEVANT BOCC ACTION: On March 13, 1997, BOCC approved contract with Bender
& Associates Architects, P.A. for architectural services at the Old Navy Commissary Building (Gato
Building). On July 18, 1998, October 21, 1998, and January 13, 1999, Bert Bender presented an update to
the Board of County Commissioners. On November 12, 1998 the Board granted approval and authorized
execution of a contract with Cross Environmental Services, Inc. for the selective Demolition & Abatement
program (Phase I). On March 10, 1999, BOCC approved to reject all bids for the renovations (Phase II),
and authorized to re-bid. On April 14, 1999, July 21, 1999, and October 13, 1999 Bert Bender presented
another update to the BOCC, and on July 21, 1999 BOCC approved to accept Lodge Construction as the
responsive low bidder for the renovation. On February 22, 2000, Lodge Construction was terminated. On
April 19,2000, the Board heard an update from Bert Bender and granted approval to award bid and enter
into contract with DL Porter Constructors as the next lowest, responsive bidder.
STAFF RECOMMENDATION: No action required.
TOTAL COST:
N/A
BUDGETED: Yes
Account #
N/A
NO
Cost to County: N/ A
REVENUE PRODUCING: YES
NO -X... AMOUNT PER MONTH
YEAR
APPROVED BY: Co
OMBlPurchas~g - dJ.r~
, Co struetion &/~., County Engineer
DIVISION DIRECTOR APPROVAL: ~ 7// / )e'D
Dent Pierce, Division Director
Item Prepared by:
DOCUMENTATION: Included
To follow
Not required X
AGENDA ITEM # ~
DISPOSITION:
Time Approximate
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
Julv 26.27.2000
Division:
Public Works
Bulk Item: Yes
No
x
Department:
Public Facilities Maintenance
AGENDA ITEM WORDING: Update BOCC on various options available to replace plastic turf grids
and authorization to advertise for replacement as per selection of the Board.
ITEM BACKGROUND: Existing plastic grids are deteriorating and posing a safety risk. Coordination
with the City of Key West Tree Commission and Historical & Architectural Review Commission to
protect the existing Kapok trees is established for the designing of project specifications.
PREVIOUS RELEVANT BOCC ACTION: At the February 16,2000 BOCC meeting, motion was
carried to postpone the installation of new turfstone type pavers to the next Key West Board meeting,
providing a sample of product. and coordination with an Arborist. On April 19, 2000 the Sr. Director of
Public Facilities Maintenance, Landscape Coordinator for the City of Key West, Bender & Associates
Architects, P.A., and the County Engineer, held a discussion with the Board to advertise for bids to
replace plastic turf grids and install new turfstone type pavers. Motion was carried to table the item to the
next Key West BOCC meeting, in order to provide various options available.
STAFF RECOMMENDATION: Approval as stated above.
TOTAL COST: ADDroX. $600 for
Advertisements
Cost to County: Same as above
BUDGETED: Yes X NO
Account # 20501-530-498 (Advertising)
REVENUE PRODUCING: YES
NO l AMOUNT PER MONTH
YEAR
OMBlPurchasing _ Risk Management
DIVISION DIRECTOR APPROVAL: 7
DOCUMENTATION: Included -L To follow
Not required
AGENDA ITEM # J'-~
DISPOSITION:
March 24, 2000
Mr. Carlos Zarate, Sr. Director
Monroe County Public Works Division
Facilities Maintenance Department
3583 South Roosevelt Boulevard
Key West, FL 33040
RE: Harvey Government Center Site Work
Dear Carlos,
.,~\ R CHIT TEe T S ,.a.
As requested, I have analyzed the site work required at the Hcuvcy Govcrmnent Center. Based
on our meeting and subsequent site visit with Cynthia Snell. the scope of work can be estimated
as follows:
Site demolition & disposal (lump sum)
Pervious pavers with river rock (6,000 sf@ $1O-$12/sf)
Concrete sidewalk repairs (lump sum)
New concrete sidewalk (400 s.f @ $10-$12/5f)
Sub Total
General Conditions & Overhead @ 12%
Contractor's Profit @ 10%
Sub Total
Pennit
Bond @ 1.5%
TOTAL
$3,500 $3,500
$60,000 $72,000
$2,500 $2,500
$4,000 $5,000
$70,000 $83,000
$8,400 $9,960
$7,000 $8,300
$85,400 $101,260
$2,000 $2,400
$1,300 $1,500
$88,700 $105,160
Based on the above, bids should range from $90.000 to $110.000. I recommend that you budget
$100,000 minimum for construction plus whatever additional costs are anticipated for
professional fees, testing, or administration.
Please call if you have any questions.
Sincerely,
~)"-&"A/d
Bert L. Bender. Architect
BLB/ddk
\IOAnplaSlrlll
KqWell.FIQrld~33040
T <leD b on. ( 3 0 S I 296 . 1 H 7
f n 11m II. ( 30 5 ) 29 6.27 27
FI 0 r/ d<< L, c t" U A A CO 0 1 011
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Zarate-Carlos
From:
Sent:
To:
Subject:
Teasdale-Priscilla
Thursday, January 13, 2000 1:18 PM
Zarate-Canos
RE: Harvey Govt. Center-Plastic Turfpavers
Carlos. 1 will be down to Key Wesl Tuesday. Wednesday and probably Thursday next week. Anyone 01 those
days would be fine with me Any time after 9:00 am. It is your turn to pick a tiem and date.
From:
Sent:
To:
Subject:
Zarate-Carlos
Monday, January 10. 2000 10:24 AM
Teasdale-Priscilla
Harvey Gov!. Center-Plastic Turfpavers
Priscilla:
The plastic turfpavers installed at the above referenced county facility have become a potential risk for slip
and fall, they continually uplift creating an uneven walk surface, also, the smooth plastic surface creates a
walking hazard to the .public and building occupants_
PFM staff has obtained preliminary cost estimated to replace the plastic with turfstone pavers. We've
coo.rdinated with Cynthia Snell, City of Key West and she approves of same, she also indicated stone pavers
were first recommended for this project but due to budget restrictions plastic was used.
The parking area located on the Northwest section of the property requires a concrete walkway be installed to
allow safe passage to the building.
I would like to meet with you on site to address these issues and obtain your recommendation regarding
existing safety conditions posed by these plastic pavers. Please advise when we can meet.
Thanks, Canos.
Page 1
. County of Monroe
(105) 292-4456
FAX 295-4364
BOARD OF COUN1Y COMMISSIONERs
Off ice> of:
Monroe County Safety
5100 College Rd.
Key West, FL 33040
Mayor Emeritus Wilhelmina Harvey, DisL 1
Mayor Pro Tem Ge>orge Neugent, District 2
Mayor Shirley Freeman, District ~
Nora Williams, District 4
Mary Kay Rl'ich, DIstrict :>
TO:
FROM:
RE:
DATE:
MEMORANDUM
Carlos Zarate, Facilities Maintenance Director ("".
Priscilla Teasdale, Safely Administrator ~~
Driveway al Harvey Govemment Center
January 18,2000
This shall confirm our meeting with Mark Anderson, Facilities Maintenance Senior Technician
at the Harvey Government Center Parking Lot. The lot is paved with plastic grids within the drip
lines of the trees to provide the Kapok trees with water on the drip line. These plastic grates'are
placed in an area that cars use constantly as a thoroughfare. These grates are typicalIy used in an
area that does not get frequent traffic creating an excessive use for their intent. The plastic grate
has caused many concerns for the safety of the public and the employees. Some of the issues we
agreed were hazards to the public include:
.
In some areas of the parking lot the grates have been run over so many times they
disintegrated and have been removed creating a dirt & mud area to drive and walk.
The plastic grates are slippery in the areas where their surface is exposed.
The grids have many uneven surfaces and are difficult to walk on.
The grates move with the traffic flow causing buckling of both the grates and the pavement.
The roots of the Kapok trees raise the grates to cause a tripping hazard in some places.
Re-bars have been used to hold down the grates and now the re-bars are protruding to cause a
trip hazard in some places.
The public has a tendency to drive on the sidewalk at the front entrance of the building. A
bumper of some type should be placed at the edge to prevent the traffic from flowing onto
the sidewalk.
.
.
.
.
.
.
It is my understanding that you have met with Cynthia Snell, Key West Biologist to discuss
replacing the grids. She has agreed to the concept of replacing the grates with an interlocking
brick with small open holes filled with sand to allow water to penetrate through the pavers.
It is my recommendation to remove the grids as they are and replace them with pavers. Redoing
the present plastic grids would be an ongoing process every few years and would not solve some
orthe safety issues.
Thank you for your Cooperation in this matter.
'J !{
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INTEROFFICE MEMORANDUM
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TO:
FROM:
SUBJECT: HGC TURFSTON[ ESTIMATE
CARLOS ZARATE, SR DIRECTOR OF PUBLIC FACILITIES MAINTENANCE
JOHN W KING, SR ADMINISTRATOR BLDG. MAINTENANCE ~ . ~_______~__
DATE:
CC:
01/07/00
Fll.!'
AS REQUESTED, I HAVL BEEN WORKING WITH MARI\ ANDERSON AND CYNTHIA SNUI OF
THE CITY OF KEY WEST 10 COMPILE A SCOPE OF- WORK AND COST ESTIMATES TO INSTALL
APPROXIMATEL Y 5,000 SQUARE FEET OF TURFSTONE PAVERS AT THE HARVEY GOVT CENTER
THE TYPE OF: PAVERS AND MATERIALS TO BE USED AND THE METHODOLOGY OF THE
INSTALLATION, HAS BEEN APPROVED, BY CYNTHIA SNELL OF THE CITY OF KEY WEST HER MAIN
CONCERN WITH THE REMOVAL OF THE EXISTING PLASTIC TURF CONTAINERS AND THE
SUBGRADE SOIL. IS THE POSSIBILITY THAT THE TREES ROOT SYSTEM COULD BE DAMAGED
THERE IS A LIST OF. .. ITEMS OF SPECIAL CONCERN", IN THE SCOPE OF WORK THAT HA:=;
RECEIVED HER APPROVAL THE QUANTITIES SHOWN IN THE ATTACHED PROPOSAI(S) WILL
HAVE TO BE CHANGED fROM 4,000 SQUARE FEET TO 5,000 SQUARE FEET, DUE TO 1 HE
ADDITION OF THE REAR DRIVEWAY SECTION.
THE ATTACHED WORI\ SHEETS AND PREVIOUSLY REQUESTED PROPOSALS, ARE TO BE
CONSIDERED, "FOR ESTIMATING PURPOSES ONLY" IF THE FOLLOWING ESTIMATE IS EXCEPTED
AND THE PROJECT ALLOWED TO GO FORWARD, THEN PROPER BID DOCUMENTATION WILL HAVE
TO BE COMPILED, AS PER POLICY AND PROCEDURE
I ESTIMATE THAT THIS PROJECT, USING A CONTRACTOR FOR ALL WORK AND MATERIALS
WILL COST BETWEEN $28 -32,000.00 THIS WORK WILL REQUIRE A PERMIT FROM THE CITY OF
KEY WEST AND WILL AFFECT PARKING AND EGRESS AT THE HARVEY GOVT CENTER FOr-\ THE
DURATION OF THE WORK THIS AMOUNT WILL WARRANT BOARD APPROVAL, ETe AND MORE
THAN LIKELY MAJOR JUSTIFICATION WHY WE ARE REPLACING THE EXISTING SYSTEM I KNOW
THAT SAFETY. DUE TO TRIP AND FALL IS A CONCERN AND THAT SOME OF THE INTERLOCKING
PANEL ARE UPLIFTING AND CRACKING.
PLEASE FEEL FREE TO CONTACT ME IF YOU HAVE ANY QUESTIONS CONCERNINC THIS
MATTER
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. July 10, 2000
Bender & Associates
1,\ H 1_-'[( I "I' r:' T ~
poli
Mr. Carlos Zarate, Sr. Director
Public Facilities Maintenance
Monroe County Public Works Division
3583 South Roosevelt Boulevard
Key West, FL 33040
RE: Harvey Government Center Site Development
Attachments:
Sheets AE, AI, A2, AJ, A4 Site Plan Alternatives
Preliminary Cost Estimates, Alternates I through 3
Reference Map
Dear Carlos,
We have evaluated alternate site proposals for the Harvey Government Center, as requested by
the RO.C.C. Each is discussed below with general cost analysis following. The labels correlate
to each plan's sheet number.
PLAN AE;
This is the existing site plan Under this option no changes would occur and you would simply
perform continued maintenance there is no construction cost. As I understand the project, your
concern with this option is one of potential liability, maintenance, and the visual appearance of the
site.
PLAN AI:
This option was presented to the RO.C.C. on April 19, 2000. Their concern was one of cost,
approximately $100,000. Under this option, you would retain the current parking configuration
and circulation, but clean up the site through the use of pervious concrete pavers and river rock.
This approach will eliminate the mud and weeds, allow water to perc to the trees, and provide a
surface that has the appearance of a driveway.
PLAN A2:
Under this option, the driveway is moved north of the Kapok trees. Costs should be comparable
to Plan AI: the major advantage is that vehicular traffic is moved away from the pedestrian
entrance, driveways are visually enhanced, and maintenance is simplified. The major disadvantage
is the loss of 2 on site parking spaces.
~
410AngelaSlreel
KeyWesl, Florlda33040
Telephone(30S)296-L347
FacsIITIlle(30S) 296-2727
Floridll Licel1scAAC002022
"~ PLAN A3:
Under this option, the driveway and sidewalk are moved further north into the FDOT right of way
at Truman Avenue. This approach allows us to pave the driveway in asphalt since we have
moved beyond the drip line of the Kapok trees. The major advantages of this plan are, separation
of pedestrian and vehicular circulation, increased landscape space, clarity of vehicular circulation,
reduced on site paving costs, and visual enhancement of the site. The major disadvantages are a
loss of 4 on site parking spaces and 4 off site parking spaces. Additionally, special permits will be
required from FDOT, but our preliminary meetings with City and State officials indicates that this
approach would have some support.
Development of these three alternative plans requires further investigation of alternatives to
provide additional parking, either on or off site. Additional on site parking can be accommodated
by relocating the existing Senior Citizens Center, off site or to a new building on site with parking
below. The existing Senior Citizens Center appears to be twice the size of what is actually
needed. The following options are presented for consideration. Each is substantially more
expensive but may present better overall value.
Four sites close to the Harvey Government Center were investigated. (See enclosed map for
reference) We eliminated the Biscayne Chemical building from consideration because it recently
sold and have assumed it is not available. The remaining 3 sites are shown on the attached tax
assessors map. Site "A" consists of two parcels which may need to be acquired together, and
fronts on Truman directly north of the Harvey Government Center. The rear parcel is vacant and
the front parcel includes a 2 story wood frame house with a one story CB S addition in front. If
acquired, the addition could be removed and the facade restored. The balance of the property
would be used for parking, approximately 10 at the rear lot and 8 at the front lot. Parcel "B" is
the Jehovah's Witness Church at Eliza and White Streets. This lot currently has 37 parking
spaces and is vastly under utilized with the lot chained and empty during weekdays. This
property, if not available for purchase, may be available on a lease basis to supplement county
parking needs. Parcel "C" is the Top Florist shop at the comer of Catherine and White Street.
The building has no historic value and could be demolished for parking. This lot should
accommodate twenty cars. It is our understanding that this parcel is currently under contract for
sale.
The following options are presented as a means of increasing parking with each having the
potential for modification by utilizing different combinations of the above sites.
PLAN A4:
This option assumes that the existing senior Center can be relocated. Under this plan, the existing
building would be demolished and a new building would be constructed on site with parking
below. Our observations lead us to believe that the existing building is approximately twice the
size needed, and we have assumed that a new building would be half the size of the existing. The
balance of the site retains the configuration shown in Plan A3. Under this option, total parking is
increased by 13 on site spaces (17 new minus 4 existing) and decreased by 4 off site spaces, for a
net increase of 9 spaces.
Harvey Government Center Site Development
July 7, 2000
Page 3 of 5
Other site features are the same as Plan A3. The major advantages of this plan are, separation of
pedestrian and vehicular circulation, increased landscape space, clarity of vehicular circulation,
increased on site parking, and visual enhancement of the site. The major disadvantage is
increased cost. Additionally, special permits will be required from FDOT, but our preliminary
meetings with City and State officials indicates that this approach would have some support.
PLAN A4.1: (See enclosed map for reference)
Under this option, the Senior Citizen Center is relocated to Site "A". Renovation of the existing
building at site "A" would be undertaken, but no new construction would be included at the
Harvey Government Center other than the parking lot. The existing historic building at 1205
Truman Avenue would be renovated and the facade restored. This site would provide
approximately 24 additional parking spaces to those obtained in Plan A4 for a net increase of33
parking spaces.
Other site features are the same as Plan A3. The major advantages of this plan are the
enhancement of the historic district, separation of pedestrian and vehicular circulation, increased
landscape space, clarity of vehicular circulation, additional parking spaces, and visual
enhancement of the site. The major disadvantage is increased cost. Additionally, special permits
will be required from FDOT, but our preliminary meetings with City and State officials indicates
that this approach would have some support.
Under any of the above options, a joint use agreement for parking at the Jehovah's
Witness site is possible and we recommend entering into negotiations with the Church to
determine if this is agreeable to the congregation.
COSTS:
The following costs are intended to provide an order of magnitude comparison only. Obviously,
more accurate estimates will be provided once a viable scope is determined.
PLAN AE:
No cost. This plan maintains the status quo and you continue to maintain the site as in the past.
PLAN AI:
$100,000 (see enclosed cost breakdown)
PLAN A2:
$100,000 (see enclosed cost breakdown)
'0"'" - Harvey Government Center Site Development
July 7, 2000
Page 4 of 5
PLAN A3:
$100,000 (see enclosed cost breakdown)
PLAN A4:
Plan A3 costs
Demolition of existing buildings 4,000 s.f. @ $1 O/s.f.
Additional paving 6,500 s.f. @ $3/s.f.
New building 2000 s.f @ $175/s.f
Elevator
Landscaping Allowance
TOTAL COST
PLAN A4.1:
Plan A3 costs
Demolish existing building 4,000 @ $1 0/ s. f.
Additional paving 6,500 s.f. @ $3/s.f.
Renovate existing historic buildings 2400 s.f. @ $O/s.f
Elevator
Site development @ 1205 Truman (estimate)
Landscaping Allowance
Total Development costs
Property purchase price
Total Cost
$100,000
$40,000
19,500
350,000
75,000
10,000
$594,500
$100,000
$40,000
1 9,500
72,000
75,000
56,000
10,000
$372,500
850,000
$1,222,500
The State of Florida has preservation grant money available for rehabilitation of historic
properties and acquisition. Therefore a substantial portion of these costs may be available from
the State.
."" . Harvey Government Center Site Development
July 7,2000
Page 5 of 5
This project began as an upgrade of site conditions at the Harvey Government Center and at the
request of the B.O.C.C. was expanded to investigate alternative site circulation and other options.
Plan Al presented on April 19, 2000 to the B.O.c.c. and options A2 and A3 are similar in costs.
Plan A4 and A4.I are both substantially more expensive, but provide additional benefits. Ofthese
two Plan A4.I provides the most community benefit through it's contributions to the Historic
District, additional parking, and close proximity to the Harvey Government Center.
There are three possibilities, with the most dramatic difference in each being money. The most
intriguing option, and the most expensive, is Plan A4.1. However, when considering the
availability of grant funding, this option may be feasible while providing a high cost benefit ratio.
If this option is deemed to be not feasible, either now or after further study, and improvements are
desired, we recommend Plan A3. This plan offers benefits over A I and A2 for about the same
cost. Finally, if the Board feels the costs of these improvements are not warranted, then simply
maintain the property as you have been doing.
Please call if you have any questions or need further clarification. As you know, I will be out of
town from July 14 through July 30 and David Salay will represent this project at the July 26
B.O.C.c. meeting.
Sincerely,
-/nfJ;
~
Bert L. Bender, Architect
BLB/ddk
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HARVEY GOVERNMENT CENTER SITE WORK
PRELIMINARY COST ESTIMATE
SITE PLAN At
July 10, 2000
Site demolition & disposal (lump sum)
Pervious pavers with river rock (6,482 sf@ $1O-$12/st)
Concrete sidewalk repairs (342 @ $12/s.f)
New concrete sidewalk (1342 s.f @ $10-$12/st)
Sub Total
$3,500 $3,500
$64,823 $77,784
$2,500 $2,500
$3,420 $4,104
$74,243 $87,888
$8,909 $10,547
$7,424 $8,789
$90,576 $107,224
$2,000 $2,400
$1,359 $1,608
$93,935 $111,232
General Conditions & Overhead @ 12%
Contractor's Profit @ 10%
Sub Total
Permit
Bond @ 1.5%
TOTAL
IIARVEY GOVERNMENT CENTER SITE WORK
PRELIMINARY COST ESTIMATE
SITE PLAN A2
July 10, 2000
Site demolition & disposal (lump sum)
Pervious pavers with river rock (6,749 sf@ $10-$12/sf)
Concrete sidewalk repairs (342 @ $12/s.f.)
New concrete sidewalk (183 s. f @ $1 0-$ 12/sf)
Sub Total
$3,500 $3,500
$67,490 $80,988
$2,500 $2,500
$1,830 $2,196
$75,320 $89,184
$9,038 $10,702
$7,532 $8,918
$91,890 $108,804
$2,400 $2,400
$1,378 $1,632
$95,668 $112,836
General Conditions & Overhead @ 12%
Contractor's Profit @ 10%
Sub Total
Permit
Bond @ 1.5%
TOTAL
IIARVEY GOVERNMENT CENTER SITE WORK
PRELIMINARY COST ESTIMATE
SITE PLAN A3
July 10, 2000
Site demolition & disposal (lump sum)
Pervious pavers with river rock (4873 sf@ $10-$12/sf)
Concrete sidewalk repairs (342 @ $12/s.f)
New concrete sidewalk (768 s.f @ $10-$12/sf)
New asphalt (1095 s.f @ #3/s.f)
$3,500 $3,500
$48,730 $58,476
$2,500 $2,500
$7,680 $9,216
$3,285 $3,285
$5,000 $5,000
$70,695 $81,977
$8,483 $9,837
$7,070 $8,198
$86,248 $100,012
$2,400 $2,400
$1,294 $1,500
$89,942 $103,912
New landscaping (estimate)
Sub Total
General Conditions & Overhead @ 12%
Contractor's Profit @ 10%
Sub Total
Permit
Bond @ 1.5%
TOTAL
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BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
Julv 26. 27. 2000
Division:
Public Works
Bulk Item: Yes
No
x
Department:
Public Facilities Maintenance
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AGENDA ITEM WORDING: Update the BOCC on space allocation requirements and establishing rate
structure for excess space rentals.
ITEM BACKGROUND: Monroe County Board of County Commissioners in conjunction with the
Monroe County Sheriff's Office reached an accord to construct a new Juvenile Facility with funding from
the Monroe County Sheriff Department forfeiture awards, and State Department of Juvenile Justice.
PREVIOUS RELEVANT BOCC ACTION: On April 14, 1999, BOCC approved Resolution No. 181-
1999 supporting construction of a Juvenile Detention Facility in Monroe County. On April 19, 2000,
Sheriff Roth, Mr. Zarate, Sr. Director of Public Facilities Maintenance, and representative of
Elements-Architects Interior Designers made a presentation to the Board on the construction status. The
Board took no official action.
STAFF RECOMMENDATION: Same as noted above
TOTAL COST:
N/A
BUDGETED: Yes
Account #
N/A
NO
Cost to County: N/ A
REVENUJj: PRODUCING: YES _ NO l AMOUNT PER MONTH
YEAR
DIVISION DIRECTOR APPROVAL:
APPROVED BY: County Atty. OMBlPurchasing _ Risk Management
Item Prepared by- ~U-~_/D -GO
~~ D:rector, Public Facilities Maintenance
~~~~-
Dent Pierce, Division Director
DOCUMENTATION: Included ----X- To follow
Not required
AGENDA ITEM # k6.5
DISPOSITION:
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A Resolution of the Board of County Commissioners of ~o'ihq!i
County, Supporting the Constlfuction of a] uvenile Detention
Facility in Monroe County and Committing in Principle to the
Granting of a Long-term Lease to the State of Florida
Depanment uf Juvenile Justi{;e
Whereas, the Monroe County Board oJ County Commissioners n~(;ogniz.e that
juvenile crime is a social problem that affects all aspects of society, and
Whereas, Monroe COUnty lacks appropriate facilities for thOe temporary detention,
longer term ('ommitmf"nt :Jnct trf":1tmf"nt of jllvt"nilt" nfft"nctt"r.., :tnci
Whereas, the State of Florida Department of Juvenile Justice has secured state
funding for the construction of a detention and commitment facility to be constructed
in Monroe County, and
Whereas, the youth of this county, their families and society at large will benefit
from the eon:;truction of such a facility in Monroe COUnty, both now and for the
foreseeable future,
Now Therefore Be It Resolved by the Board of County
Commissioners of Monroe County, that:
The Monroe Board of COUnty Commissioner.. <;lIpporr.. th,. cit'v,.lopmt'nf hy
the Florida Department of Juvenile Justice (UDJ]") of a juvenile detention and
commitment facility to be constructed as an addition to the Sheriff's Office Main
VetentlOn Facility on ~tock Island. The Commission is willing to enter into a fifty-
year lease with D1J for a Suitable parcel of land for the nominal rate of $1.00 per year,
hnwt"vt"r, th,. fin:lll"lr:lf, of <;uch le;l<;c must be reviewed by the COUnty Administrator.
approved by the County Attorney and brought before this Commission [or [inaJ
review and approval.
This resolution is passed based upon the understanding that the cost of
construction and operation of the facility shall be paid entirely by D11 or from other
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funding sources. No COUnty funding is available for this project, nor does the COUnty
hy passage of this resolution undel10lke to seek such funding.
PASSED AND ADOPTED by the Board of County Commissioners of
Monroe COUnty, Florid:l, ;It ;l rcguhr meeting of thc Board held On the 1 '1'h day of
April, 1999.
Mayor Wilhelmina Harvey
Commissioner Shirley F rcernan ~
COIt1!1:1,issioner George NeuGcnt
comm~ss;' ner Mary Kay Reich
.r -- _ Conu~u,~sio r Nora WilliOlrns
f' ,_. ....,.
(. ,~L). . -'": ;, )-;{ .
Al 'l~~,~~'r:-,~~1i-lLAGE, Clerk
:.~:".~;! L ..;.;'/y
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By-Oo "'-',~ Co. A~~
Dt'p\Il y Clt-rk "
yes
yes
yes
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yes
BOARD OF COUNTY COMMISSIONERS
Or: MONROE COUNTY. FLORIDA
~~\\~~
By \~
M:lYQr!Ch;urman
8
ROBERT N. W
OA7E ~3t:)
~~ eriff
RICHARD n. ROTU · SHERIFF 0.. MONRO" ( Of!Nn'
H2S COU.HiF f{()AI) . KJ Y WI."" _ II OIUIM l11140
(.lUS) 29(,.2424 · I-AX (.\W;) ;'<J.',71170 . ).IW(l.,'7 \.( ()I'~
MONROE COU~ SHERIFF'S OFFICE
5525 COLLEGE ROAD
KEY WEST, FLORIDA 33040
PUON!:: NUMBER OF PERSON SENDING FAX:
FAX PHONE NlJMUER:
(305 ) __!!...lI J.. .I<J~--L-
(305) 292-7070
. FACSIMiLE TRANSMISSION COVER SHEET
nil 6"'_~.( (~ Jd'JV'~.__._.
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NUMBEH OF PAGES: &,
(INCLlJDING THTS COVER SHEET)
FROM:
DA'l'E:
ROCUMENTS BEING S~NT TO:
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DEPARTMI-:NT:
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ShAnfr Richard Roth (Michella)
onroe County Shtlriffs Oftice
ra,.. an P~..vath'Brot R Auarelh
Faa:
nd Floor tenal'lts for Mooroe FaCIlity
10100
Phonr.
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".Mo6tvn DJJ
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Sheriff Roth.
Attached 13 thu 1/&1 of potential temmttt and spaces for the wcond floor I apolog~e for not
getting this to you yeaterday 36 promi6ed
It you have any questions pleas& let us know
Viln I'har.lsavath J Bret R. AlZarelli
Esttmated Program SpaeD R.quirements for Second Floor
State Attorney's Office
Public Dofondor'& Offle,
SpoeJal Investigatlon8 Civilian (MCSO)
P.A.C.E. Program
e.N-FIN
Ment..1 Health Program - Clre Center
A Poaltlvo Stop
Meso Maintenance Storage
Meso
CI~rk Knight and DJJ Offices
Ahernativo Education
Juvenile Saker Act and Substance Abua.
T ota. Estim-.t8d Sp~e. RoqUlrt.m.~_'!t
RocQntly AJfq..~ 1H16ur. or squ~rw fQQtaqll n~eds
Rural Hludlh Unit
PhYSical Exam Rooms
Dental Fxam Rooms
1,2828.f.
810 8.t.
1,728 I.f.
4,880 a.f.
150 s.f.
300 a.f.
1,282 ...t.
1,185 s.f.
3,099 8".'
2,106 a.f.
7428.f.
210 ..t.
17.774 sJt
Eetlmatod Program Spice Requlrementw for Second Floor
S~18 AUorne1'. ames
Administration Offices
Conference Room (Shared)
State Attornev" OffIce
Public; Def.neler'1 Office
Administration Offices
Access to shared Conference Room
4 @ 150 s.f. 600 sf
360 sJ.
850 a.f.
X1.3i
1.282 ..t.
4 @ 150 u.f. 600 sf.
X1.35
8108.f.
Specia' Inv~tiptJon. Civieian (MeSO)
Investigator Offices S @ 120 sJ.
Future Offices 3 @ 120 s.f.
Rp.~epfioni"f
f lie Room
ACC6~S to shared Conference Room
Special'nv..tlgatfon8 Olvl,'on (MeSO)
P.A.C.E. Program
Administrative Offices
Counselor Offices
Secretary
Clas!lronm
Multi-purpose Room
Conference Room
t ood Prep.
Instructional Material Storage
Copy/File Area
lobhylVValting
Staff Rostroom
Girl's Restroom
P.A.C.E. Program
CINFIN
Counselor office
2 @ 150 rd.
e @2 150 s.f.
2 @ 300 s.f.
720 s f
360 s.f.
100 sf
100 s.f.
1,280 8.f.
X1.35
1,728 B.f.
300 sJ
900 sJ.
100 s.f.
600 ,..f.
700 s.t.
350 s.f.
100 sJ.
200 s.f.
1205J
100 Q.f.
45 sJ.
100 sJ.
3,616 aJ.
X 1.35
4,880 ISJ.
150s.f
MentlI Health Progntm - c.re Centsr
Counselor 0Mce 2 G 150 ..1.
A Poaitiv. St8p
Counselor Office
Group Room
Seaetary
A Pu.itlv. St8p
300 $,f.
3 @ 160 s.f.
2 @ 200 ..t.
450 6.1.
400 6.1.
100 sf
8&0 ..f.
nB.
1.282 a.f.
Meso Maln'-mlnce Stol'lge
omce&
Toilet
Tool Storage
MeIO Malnt.n.nce StoNge
2 G 120 I.f
240 S. f.
46 s.t.
1.315 sJ.
1.600 ..f.
X1.35
1.18& a.f.
MelD
Historical Uats Storage
Adminiatrabon Storage
Records Storage
Forensic CSiB Manager Office
Work Releaae OffIce
SOCiIII Worker
MeSO
500 s.f.
500 s.f.
900 ~.f.
132 S.t
132 s.f.
132 s.f.
2.286 B.f.
X1.35
3,019 ..t.
CI.rk Knight and DJJ Offtcn
Delinquency Cue Mgt. Counaelor Suparvi60r 1506.1
Sr. 08'- Case Mgt Counselor 150 s.f
Del. Caae Mgt Counselor 3 @ 160 450 s.f.
Staff assi&tant 120 s.1.
Secl'fltary Special/st 1205.f.
Administration Unit (Separate entrance - near detention facility)
Program administrator 150 sJ.
Secretary SpecialiatlReceptionl&ts 120 5.1.
Additional OPS Staff
JPO COPS) for Aftercare
Cia" Knight and DJJ OfficN
2 em 150
300 sJ.
1.110 a.t.
X1,35
2.106..f.
Total t=ltlrrlfted Proqr.", Spav. R....ulremeqt
1'.822..t.
Eatlmltad Space Requirements for Poas'ble Program Tenants
Att.mlttve Edualtlon
Claaroom 2 @ 200 &,f. 400 5".
(Could po..ibly be the 8amo apace i6 "Group Rearm." fDr A PDsitive Step)
T ellCher Pllnning 150 s. t.
Alternative Education 1&0 a.f.
X1,31
742 ..f.
Juvenile Baker Act .nd 8U&>>.tllna8 AbuH
Patient Rooms 3 @ 70 s.t. 210 s. f.
\fIfrll require space for a program that WIll provldo 24 hour moniloring and
8upervision.
Total eatjmated Iplae S8Q11I"'rn8nt
11.~74 ..f.
Rec,ntly Added unaUN of square footave needs
Rural H..1ttI Unit
Physical Exam Rooms
Dental Exam Rooms
,-
JUVENILE JUSTICE BUILDING
COST AND SPACE SUMMARY
July 26, 2000
ESTIMATED MAINTENANCE BUDGET:
$153,450
TOTAL ESTIMATED SQUARE FOOTAGE 2nd FLOOR
CURRENT DESIGNATED SPACE PER ARCHITECT
22,000
17,774 SF
CURRENT NON-DESIGNATED SPACE
4,226
NON-PAYING DESIGNATED SPACE
8,104 S.F.
REVENUE PRODUCING DESIGNATED SPACE
9,670 S.P.
COUNTY'S A VG. S.P. COST PAID FOR COMMERCIAL SPACE
$19.00 S.P.
SUMMARY:
County's estimated cost for facility maintenance will require a budgeted increase of
$153,450. This cost can be fully absorbed by the owner (BOCC) and or fully subsidized
by charging and collecting rents leased to non-governmental agencies intending to
occupy space on the 2nd floor. Agencies declaring interest are identified within the
attached documents.
Note that government agencies designated for space allocation shall produce no revenue
to assist the owner in recuperating necessary maintenance cost expenditures. In order to
fully offset cost, the owner has an option to lease available space at or below market
comparable rates to non-government agencies.
Under the architect's current designated space for paying occupants, the square footage
lease price required to fully offset cost is $16.00. Increase increments based on the
yearly CPI will appear for all proposed leased space.
Gtaffrecommends a rate structure of$16.00 s.f for all non-government agencies leasing
space at this proposed facility. Upon approval from the BOCC all interested agencies
will be notified of cost associated with leased space.
G-5
JUVENILE JUSTICE BUILDING
SPACE ALLOCATION REQUIREMENTS FOR SECOND FLOOR
PROPOSED PAYING OCCUPANTS
AGENCY: P.A.C.E. Program (Practical, Academic, Cultural, Education)
CONTACT: Julie Smith, Executive Director 293-1892
COMMUNITY FUNCTION: Non-residential program offering girls between 12 and 17
years old who are at risk academically and unsuccessful in public schools. Funded primarily
from the Department of Juvenile Justice, and the Department of Education. Non-for-Profit
Organization.
MONROE COUNTY FUNDING: Yes
AMOUNT: Currently $20,000 per year
Proposed increase to $23,000 per year by the Human Services Advisory Board
,.....",
AGENCY: CIN-FIN (Children in Need, Families in Need)
CONTACT: Kathy Tuell, Executive Director, 852-4246
COMMUNITY FUNCTION: Provides non-residential counseling services for at risk
students and families that seek help (school setting); residential counseling (up to 35 days); and
Crisis Intervention Services (call-in help while experiencing a crises). The CIN-FIN Program
falls under the Florida Keys Childrens Shelter, (a non-for-profit organization), and is contracted
and funded by the Department of Juvenile Justice.
MONROE COUNTY FUNDING: Yes
AMOUNT: Currently $23,912 per year (Florida Keys Childrens Shelter)
Proposed increase to $30,000 per year by the Human Services Advisory Board
,.....",
AGENCY: Mental Health Program - Care Center
CONTACT: Marsh Wolfe, CEOlExecutive Director, 292-6843
COMMUNITY FUNCTION: Provides substance abuse treatment and mental health
services countywide. Provides Monroe County employees with the Employee Assistance
Program (EAP) giving confidential, no cost professional assistance to help employees and their
families resolve problems that adversely affect their personal lives and job performance.
MONROE COUNTY FUNDING: Yes
AMOUNT: $184,140 per year (Includes only BOCC contribution. EAP services are an
additional $66,288 per year.)
~
AGENCY: Juvenile Baker Act and Substance Abuse
CONTACT: Marsh Wolfe, CEO/Executive Director, 292-6843
COMMUNITY FUNCTION: To provide involuntary hospitalization for mental illness
stability. A committee consisting of non- for-profit organizations is coordinating this program, to
most likely be run by the Care Center for Mental Health.
MONROE COUNTY FUNDING: Committee to coordinate future funding
AMOUNT: N/A
~
AGENCY: A Positive Step
CONTACT: Billy Davis, 292-7288
COMMUNITY FUNCTION: Private enterprise, aiming for non-for-profit status. Funded
by the Department of Juvenile Justice. Programs are for the prevention of drug and alcohol
abuse. Proposing a program for counseling fathers in parental skills, employment, childcare, etc.
A Positive Step seeks grants to provide services not otherwise available.
MONROE COUNTY FUNDING: No
AMOUNT: N/A
~
AGENCY: Alternative Education (A Positive Step)
CONTACT: Billy Davis 292-7288
COMMUNITY FUNCTION: Program falls under A Positive Step, private enterprise
owned by Billy Davis. Program offers after care programs for youths between 12 _ 21 who are
committed by substance abuse or criminal justices to attend a rehabilitation program, funded by
the Department of Juvenile Justice. The length of the program is from 4 to 6 months. Provides
rehabilitation, education, employment, and Case Management Services that tracks the progress
of an individual. Example: A student will attend the program after school. The case manager
will provide tutoring, reading, etc. from 4:00pm to 5:15pm. From 5:30 to 6:15, student eats
dinner. From 6:30 to 7:30 the student attends a therapeutic group session. The program
continues on Saturdays and Sundays.
MONROE COUNTY FUNDING: No
AMOUNT: N/ A
'"""'"'
f"Oo,J
AGENCY: Clark Knight and DJJ Offices
CONT ACT: Clark Knight, Program Administrator, 292-6787
COMMUNITY FUNCTION: Clark Knight is the Head of the Department of Juvenile
Justice. Space requirements for the second floor are for Community Correction Services
including supervision of juveniles placed on probation and screening for detention. Works in
conjunction with the State Attorney's Office, Law Enforcement, and the Public Defender's
Office.
MONROE COUNTY FUNDING: No
AMOUNT: N/A
JUVENILE JUSTICE BUILDING
SPACE ALLOCATION REQUIREMENTS FOR SECOND FLOOR
PROPOSED NON-PAYING OCCUPANTS
AGENCY:
SQUARE FOOTAGE:
State Attorney's Office
Administration Offices, Shared Conference Room
1,282
'"'"
AGENCY:
Public Defender's Office
Administration Offices
810
SQUARE FOOTAGE:
'"'"
AGENCY:
Monroe County Sheriff's Office
Special Investigations Division
1,728
SQUARE FOOTAGE:
'"'"
AGENCY:
Monroe County Sheriff's Office
Maintenance Storage
1,185
SQUARE FOOTAGE:
'"'"
AGENCY:
Monroe County Sheriff's Office
Historical Storage, Administration Storage, Records Storage
Forensic Case Manager Office, Work Release Office, Social
Worker
3,099
SQUARE FOOTAGE:
TOTAL MONROE COUNTY SHERIFF'S OFFICE 6,012 Square Feet
JUVENILE JUSTICE BUILDING
SPACE ALLOCATION REQUIREMENTS FOR SECOND FLOOR
PROPOSED PAYING OCCUPANTS
AGENCY:
SQUARE FOOTAGE:
AGENCY:
SQUARE FOOTAGE:
AGENCY:
SQUARE FOOTAGE:
AGENCY:
SQUARE FOOTAGE:
AGENCY:
SQUARE FOOTAGE:
AGENCY:
SQUARE FOOTAGE:
AGENCY:
SQUARE FOOTAGE:
P .A.C.E. Program
4,880
-.;
CIN-FIN (Children in Need, Families in Need)
150
-.;
Mental Health Program - Care Center
300
-.;
Juvenile Baker Act and Substance Abuse
210
-.;
A Positive Step
1,282
-.;
Alternative Education
742
-.;
Clark Knight and DJJ Offices
2,106