Space Study

Space Needs Analysis Recommended Option for

County of Accomack, Virginia

August 15 & 16, 2006

AGENDA REVIEW

I. II. III. IV. V. VI.

Introduction Scope of Study Study Area Overview Verification of Existing Buildings Identification of Space Needs Recommended Option a. b. c. d. e. f. g. h.

Accomac Primary School County Administration Building Annex County Administration Building Health Department Building Sheriff’s Department Administrative Offices Mary N. Smith Middle School Advantages/Disadvantages Costs

Timeline VIII. Q&A VII.

Space Needs Analysis – Recommended Option County of Accomack, Virginia

SCOPE OF THE STUDY 

Assess the physical condition of the County Administration Building, Health Department Building, the former Accomac Primary School building, the former Mary Nottingham Smith Middle School building and the Sheriff’s Department



Develop a questionnaire to solicit space planning data



Develop an approved set of Space Standard Guidelines



Interview the County staff to gather data and to address the current space needs and forecast space needs into the year 2011



Analyze data from questionnaires and interviews, applying the space standards to establish the current departmental needs.



Provide conceptual floor plans indicating proposed space usage by County departments in five years.



Address the Americans with Disabilities Act (ADA) deficiencies



Investigate existing parking facilities and make recommendations for improvements



Estimate a square footage cost for proposed space planning modifications

Space Needs Analysis – Recommended Option County of Accomack, Virginia

STUDY AREA OVERVIEW The County of Accomack currently houses its government operations in the following existing buildings: Owned & Occupied:  County Administration Building  Health Department  Sheriff’s Department

Leased Facilities:

County Administration Accomac Primary Health Department Leased spaces

Mary N. Smith Middle School

Public Works/ Public Safety

 Planning  Parks & Recreation  Commonwealth Attorney & Victim/Witness  Public Safety/Emergency Management  Public Works

Owned & Unoccupied:  Accomac Primary  Mary N. Smith Middle School

Space Needs Analysis – Recommended Option County of Accomack, Virginia

VERIFICATION OF EXISTING BUILDINGS County Administration Building Central County Accounting Administration

Central Offices for School Administration

 Central Accounting  Information Technology

SECOND FLOOR 9063 Gross Square Feet

Real Estate Assessor

Treasurer’s Office

Dept. of Board Buildings, Room Permits & Zoning Commissioner of Revenue Unassigned

 Central Offices for School Administration  County Administration Offices

 Department of Buildings,

Net Areas: 2011 Projected Area Current Area Shortfall

37,761 SF 12,194 SF 25,578 SF

Permits and Zoning  Commissioner of the Revenue  Board Room for County Board of Supervisors  Department of Planning

FIRST FLOOR 8806 Gross Square Feet

 Real Estate Assessor  Treasurer’s Office

Space Needs Analysis – Recommended Option County of Accomack, Virginia

VERIFICATION OF EXISTING BUILDINGS Health Department Building Shed (320 SF) Shed (200 SF) Shed (200 SF)

Trailer (672 SF) Admin. Div.

Storage Container (160 SF)

Public Health Div.

Environ. Health Div.

10,162 Gross Square Feet (9,490 SF – Building 672 SF – Trailer)

Net Areas: 2011 Projected Area Current Area

12,493 SF 10,004 SF

(including trailer)

Shortfall

3,161 SF

 Administrative Division Offices  Public Health Division Offices  Environmental Health Offices

Space Needs Analysis – Recommended Option County of Accomack, Virginia

VERIFICATION OF EXISTING BUILDINGS Sheriff’s Department Building

Existing Jail

Sheriff’s Dept. Administrative Offices

3,832 Gross Square Feet

Net Areas: 2011 Projected Area Current Area Shortfall

2,178 SF 1,715 SF 463 SF Space Needs Analysis – Recommended Option County of Accomack, Virginia

VERIFICATION OF EXISTING BUILDINGS Accomac Primary School – Existing Site Maintenanc

e

Portable Classroom

Drummond Road

Shed

Portable Classroom

FIRST FLOOR 17, 863,Gross Square Feet Courthouse Avenue

Site Acreage Building Area

SECOND FLOOR 1,470, Gross Square Feet

approx. 7.06 acres 19,333 SF

Space Needs Analysis – Recommended Option County of Accomack, Virginia

VERIFICATION OF EXISTING BUILDINGS Mary N. Smith Middle School – Existing Site Trailer Shop

Gibson Lane

McCray Lane

BUILDING FOOTPRINT 34,777 Gross Square Feet

Upper Gym

Roof

Unassigned Space

Roof

Mary N. Smith Road

Site Acreage

SECOND FLOOR 14,900 Gross Square Feet

approx 5.4 acres without athletic fields

Building Area

Space Needs Analysis – Recommended Option County of Accomack, Virginia

IDENTIFICATION OF SPACE NEEDS

Department Total

66,671 SF / 28,860 SF / 37,776 SF

Space Needs Analysis – Recommended Option County of Accomack, Virginia

RECOMMENDED OPTION BUILDING

County Department Description

Required Area in SF

Accomack County Administration Building (17,869 SF) Phase I

Health Dept. Building (15,626 SF)

Sheriff Bldg. & Jail (5,150 SF)

Phase II

Accomac Primary School (19,333 SF) Phase I

New County Administration Annex (19,112 SF) Phase I

Remarks

Future

Department of Buildings, Permits & Zoning

2,426 SF



Central Accounting

1,751 SF





Information Technology

1,868 SF





Commissioner of the Revenue

1,311 SF





Treasurer’s Office

2,174 SF





County Administration Offices

3,181 SF





Real Estate Assessor’s Office

2,760 SF





Supervisors’ Board Room

3,000 SF



School Administration

26,130 SF



Virginia Dept. of Health/ Accomack County Health Dept.

12,493 SF

Sheriff’s Dept. Admin. Offices

2,178 SF

Department of Planning

2,570 SF

Commonwealth’s Attorney/ Victim Witness Assistance

1,622 SF

Dept. of Parks and Recreation





150 seat capacity Includes increased space for facilities of Maintenance Dept.



Building Expansion



Building Expansion

 

Currently housed in Leased Space



Currently housed in Leased Space

1,916 SF



Currently housed in Leased Space

Public Safety & Emergency Management

2,505 SF



Currently housed in Leased Space

Department of Public Works

1,777 SF



Currently housed in Leased Space



COMMENDED OPTION

comac Primary School – Proposed Site

Accomack County School Administration Building

Future Parking Area 60+ Vehicles

Existing Maintenance Building

Future Service Area

Drummond Road

Proposed Maintenance Building

As part of the Phase I strategy to achieve the 2011 forecast space needs, we recommend that School Administration be relocated from the County Administration Building to a renovated Accomac Primary School. • Currently School Administration occupies only 3,605 SF within the existing County Administration Building. • At 19,333 Gross SF, the former school offers a good fit for this department. • Proposed School Administration space requirement is 14,747 Net SF. • Site allows construction of a building to meet the space needs of maintenance, buildings and grounds.

Courthouse Avenue

Space Needs Analysis – Recommended Option County of Accomack, Virginia

COMMENDED OPTION

posed County Administration Annex – Phase I As part of the Phase I strategy, the proposed 19,112 SF Annex, provides for the 2011 space needs requirement for six County departments - 5 currently housed in leased space. It also provides the County with a large assembly space for Board of Supervisors meetings with access to parking.

Road

Parking – 95 Vehicles

Future Expansion Future Parking Area for County Vehicles

• Department of Buildings, Permits & PS/EM PW CA/VW PR

Future Expansion

Zoning

BPZ

• Supervisors Board Room (150 seats) • Department of Planning

Plan

Board Room

19,112 Gross Square Feet

Accomack County Administration Annex

• Commonwealth’s Attorney and Victim/Witness Assistance • Department of Public Safety & Emergency Management • Department of Public Works • Department of Parks and Recreation

Future Expansion

Phase II Addition Total Build-Out

14,142 SF 33,254 SF

Space Needs Analysis – Recommended Option County of Accomack, Virginia

OMMENDED OPTION

ty Administration Building Proposed Floor Plans – Phase I County Administration Offices

Central Accounting

Information Technology

SECOND FLOOR - 9,063 Gross Square Feet

As part of the Phase I strategy, the existing County Administration Building would be renovated/reconfigured to accommodate the 2011 space needs requirement for 6 County departments. First Floor • Commissioner of the Revenue • Real Estate Assessor • Treasurer’s Office Second Floor • Central Accounting Department • Information Technology • County Administration Offices

Real Estate Assessor

Treasurer’s Office

Commissioner of the Revenue

FIRST FLOOR - 8,806 Gross Square Feet Courthouse Avenue

Space Needs Analysis – Recommended Option County of Accomack, Virginia

RECOMMENDED OPTION Health Department Building Property Line

Environmental Health Division

Administration Division

Public Health Division

Currently the Virginia Department of Health and Accomack County Health Department occupy 10,004 SF of space in the existing Health Department Building. The existing building with additions to the east and west (shown hatched) provide the 12,493 SF space requirement forecast for 2011, including space for 3 staff members housed onsite in a trailer and for 7 staff members currently without office space for the following departments. • Public Health Division • Environmental Division • Administration Division

15,626 Gross Square Feet

Addition Existing Building

Existing Building Addition

Space Needs Analysis – Recommended Option County of Accomack, Virginia

COMMENDED OPTION

riff’s Department Administrative Offices

Existing Jail

This option (as presented in Options 1, 2, 3 & 4) recommends an addition to the existing Sheriff’s Department Administrative Offices adjacent to the Jail. This allows the department to realize the 2011 forecast space needs and maintains departmental adjacency requirements.

Addition Existing Building

5,150 Gross Square Feet

Space Needs Analysis – Recommended Option County of Accomack, Virginia

COMMENDED OPTION

ry N. Smith Middle School – Existing Site

Upper Gym

Roof

Unassigned Space

Site Acreage

approx 5.4 acres without athletic fields

Building Area

49,677 SF

This strategy relocates all departments to a more remote location, presents a challenging problem with traffic, and leaves 4 County buildings unassigned (County Administration, Health Department, Sheriff’s Department Offices, and Accomac Primary School).

Roof Trailer

Shop

SECOND FLOOR 14,900 Gross Square Feet

McCray Lane

Economy of scale in renovating the 49,677 SF building for the $125/SF, translates to filling the former school with all 15 departments - potentially 69,671 SF of space need.

Gibson Lane

When adjacency needs are considered, there is no strong case for relocating Sheriff’s Offices (2,178 SF) or Health Department (12,493 SF). Also, with the available Accomac Primary offering such a good fit for School Administration needs (26,130 SF), that would be only 28,870 SF of departmental space need – leaving the former school 42% unoccupied, thus an out-of-scale solution.

BUILDING FOOTPRINT 34,777 Gross Square Feet

Mary N. Smith Road

Space Needs Analysis – Recommended Option County of Accomack, Virginia

RECOMMENDED OPTION

Advantages and Disadvantages ADVANTAGES •

Cost savings for 10,390 SF of leased space eliminated by locating 5 departments at the proposed New Accomack County Administration Annex.

•

6 County Departments in the County Administration Building maintain their place and adjacencies. Location here meets the 2011 forecast requirements for these 6 departments and allows opportunity for improved adjacencies.

•

Health Department Building with a 6,136 SF addition to the side achieves the department’s 2011 forecast requirement. Parking remains adequate for department, with area for future parking.

•

3,000+ SF Public Meeting Spaces located in both the former Accomac Primary School and proposed County Administration Annex. Each space provides seating for 150 people. Area for future parking is available at the school site.

•

Former Accomac Primary is a good-fit space needs solution for School Administration (which currently occupies 3,605 SF of area in the County Administration Building) with space on the site to accommodate a facility for maintenance, buildings & grounds department which includes space for administrative offices, shops, equipment, and storage needs.

•

Only one property, Mary N. Smith Middle School, is unassigned after coordinating the 15 County departmental adjacency/space needs with available building space within the scope of study. While the large scale of the former school did not provide a good fit for the County departments in this analysis, the Property could be studied for feasibility of use for a variety of options including but not limited to the following: developing affordable multi-unit housing, adaptive reuse as loft apartments for senior citizens, free-standing community Recreation Center with gym, athletic fields, storage and on-site events.

DISADVANTAGES •

County departments occupying the existing County Administration Building continue to operate with a square footage shortfall until the proposed County Administration Annex is constructed and the School Administration offices move into the renovated Accomac Primary. The Supervisors’ Board Room is 714 SF (40 seats) so large meetings/events would continue to be held off-site until the Annex construction and Primary School renovation are complete.

•

The proposed County Administration Annex requires land acquisition for building site, which is not reflected in the costs.

•

ADA accessibility, current egress requirements (including door replacement, hardware upgrades, building systems), and hazardous materials abatement will have to be addressed for each of the renovated buildings.

Space Needs Analysis – Recommended Option County of Accomack, Virginia

PROPOSED PROJECT BUDGET

The project costs indicated are in 2006 dollars, and they are subject to change; since construction cost is impacted by many variables within the industry. Also, note that the costs do not include the land acquisition for the proposed County Administration Annex. The space reconfigurations/interior renovations are based on 2011 forecast. GENERAL NOTE: The cost data presented for the County buildings on this page do not include the costs for abatement of hazardous materials. A site visit to assess the physical condition of the project and materials testing would be recommended to determine the extent and realistic cost of required abatement.

Phase II Costs (Future Addition) $2,474,850 Recommended Option Total

$13,392,320

Space Needs Analysis – Recommended Option County of Accomack, Virginia

CONSTRUCTION COST The per-square-foot cost figures employed in this Space Needs Analysis are as follows:  $90/SF for the interior renovation/reconfiguration – figure applied to costs for buildings/spaces where renovation would range from demolition, relocating walls/doors/lights and provision of all finishes (paint, ceilings, carpet, wall, base, trim, cornices, etc.) to light renovation where painting and replacing carpet would make the space move-in ready.

$164.64/SF average $131.68/SF average

Source: The Virginia Department of Education

 $125/SF for renovation & pre-engineered building figure applied to costs for buildings where renovation would include, but is not limited to demolition, hazardous materials abatement, provision of new walls and doors, new finishes, ADA/accessibility provisions, exterior repairs and utility upgrades (HVAC, plumbing, power, lighting, fire protection, communications, etc.). This figure was applied to probable costs for work at Mary N. Smith Middle School, because the economy of scale in 49,677 SF of renovations. This figure is also applied to the probable cost for a new maintenance and facilities building meeting 2011 space needs requirements for school administration.  $150/SF for renovation – figure applied to costs for buildings where renovation would include, but is not limited to significant demolition, hazardous materials abatement, provision of new walls and doors, new finishes, ADA/accessibility provisions and utility upgrades (HVAC, plumbing, power, lighting, fire protection, communications systems, etc.).  $175/SF for new construction – figure applied to costs for proposed new buildings. Costs do not include land acquisition.

Space Needs Analysis – Recommended Option County of Accomack, Virginia

TIMELINE

Space Needs Analysis – Recommended Option County of Accomack, Virginia

Space Needs Analysis Recommended Option for

County of Accomack, Virginia

August 15 & 16, 2006