Quarterly Capital Projects Status Report
February 2013
Prepared By:
Document Owner(s) Project/Organization Role
Trevor Henry Director, Office of Facilities Development (OFD)
Pam Shifflett Management Analyst, OFD
Project Status Report Version Control
Version Date Author Change Description
1.0 1/22/2013 OFD Document created
PROJECT STATUS REPORT PURPOSE
The purpose of the Quarterly Capital Project Status Report is to establish a means of formal, regular reporting on the status of Capital Projects to key stakeholders, including the Board of Supervisors and County Executive. OFD tracks its projects using the shared services site (SharePoint). The information contained herein is pulled from information tracked and reported monthly during the project reviews attended by the Assistant County Executives, Department Heads, and Director of Building Services.
This reporting format stems from multiple discussions the BOS has had over the past year on Capital Projects in general and directly in response to recent discussions this fall regarding the Change Order policy. Being the first formal report delivered to the Board on status of multiple projects, OFD is seeking feedback on both the form and information provided to ensure it adequately informs the BOS and County Executive at the level of detail expected. The format of the report provides summary level information on all projects managed by OFD, both Capital Projects and Capital Maintenance Projects.
For purposes of this report a “Capital Project” has been approved through the CIP process and is a planned expense for a facility or physical item requiring a minimum expenditure of $20,000 by the County, having a useful life span of 10 years or more, and meets one or more of the following definitions:
Involves the acquisition or construction of any physical facility for the community;
Involves the acquisition of land or an interest in land for the community;
Involves the acquisition or construction of public utilities;
Involves modifications to facilities, including additions to existing facilities, which increases the square footage, useful life, or value of the facility.
OFD Update
OFD operates as an Internal Service Fund, as approved by the BOS during their June 6, 2012 meeting, to provide a method to recover the entire operational budget of OFD and only bill projects managed by OFD, therefore, capturing all costs related to the project. OFD has replaced two Project Managers over the past year, with the most recent hiring of Frank Pohl. Frank comes to the department with a PE in Civil Engineering and has a wealth of experience in both site and building construction. Frank is most closely working with General Services on Stormwater Management projects and with our Transportation Engineer (Jack Kelsey) to move through the backlog of several Sidewalk/Crosswalk projects on the priority list. With the Addition of Frank and Blake Abplanalp, at the start of last summer, OFD is currently staffed at 5 PM’s, 1 PM/Transportation Engineer, a Management Analyst and Director. OFD has one open FTE that provides the ability to add additional temporary support during the summer construction surge supporting Schools work.
The following sections provide a summary on all projects and more detailed information of select Capital Projects. During the meeting on February 6
th, Trevor Henry will provide a summary level
review of projects and he along with the individual PM’s will be available for any detailed questions. As a follow up to the November 7
th meeting, included at the end of this report is a list of Change
Orders approved by the County Executive office during calendar year 2012 that exceeded the 25% OR $50,000.00 threshold as defined by the Purchasing Manual. There were 9 CO’s that required this review of which 3 exceeded the $50K threshold.
Office of Facilities Development
Page 1 of 8
CAPITAL PROJECTS Substantially Complete
CY 2012 Scope Status Project Budget Key Milestone
Crozet Stormwater Project Stormwater management
through pipe and channel improvements and
construction of a stormwater wetland system
to treat runoff from existing
and future development in Downtown Crozet.
Substantially complete
September 2012 Remainder of woody
vegetation to be planted January 2013
$1,358,648 Spring time review
of vegetation for re-seeding/
replacement (warranty)
Greer Elementary School
Addition/Renovation Phase 2
One-story addition includes
six new classrooms, art room with kiln, fully developed
courtyard, one story connector to existing school,
and additional parking. Renovation includes
developing lower level
common areas (3) into storage/teaching spaces,
replacing existing toilet partitions, renovating upper
level cabinets, refinishing
handrail, adding tack strips, and new classroom signage.
Substantially complete
August 2012 Contractor completing
punch list items Finalizing change orders
Several Small scope items de-scoped form
original procurement due
to budget.
$4,356,524 Close-Out /
Warranty
Old Mills Trail Pedestrian Bridges
Construction of 3 pedestrian (foot) bridges on Old Mills
(Rivanna) Trail.
Construction and punch list complete October
2012
$149,584
Simpson Park Pavilion Construction of a new wood framed park pavilion with
composition shingle roof,
concrete slab and minor site work, including grading and
sidewalk construction.
Construction and punch list complete April 2012
$75,726
Office of Facilities Development
Page 2 of 8
In Construction Phase Scope Status Project Budget Key Milestone
Crozet Library Construction of a 23,000 square foot, LEED certified
library building, which will
include space for complementary uses such
as public meeting rooms and community space.
Construction underway; approximately 40%
complete as of
December 2012 Working to resolve fiber
conflict with storm sewer
$8,867,491 Substantial completion July 2013
Occupancy August
2013
Crozet Streetscape Phase II Relocation of overhead
electric and utility lines from Crozet Avenue, new
stormwater drainage system, first block of Main Street
(Library Avenue), and
pedestrian, vehicular, and streetscape enhancements
along Crozet Avenue from The Square to Tabor Street.
Notices to Proceed
issued to utility companies – relocation
to begin mid-February Submit streetscape plans
to VDOT by end of
February and obtain authorization to bid
$4,409,565 Utility relocation
complete – 1st Quarter 2013
Streetscape – Bid/award 2nd Quarter,
~ 12-14 months
construction Library Ave accepted
in State system
Ivy Fire Station A 24/7 fire & rescue facility of roughly 5,800 square feet,
within an existing warehouse (owned by the University of
Virginia), consisting of 3
apparatus bays (2 engines, 1 ambulance) and support
facilities for a crew of 6.
Construction/renovation underway
Finalizing details for emergency signal control,
IT systems, and
procurements such as generator and fuel
tank/pump Working with Community
Development and
adjacent property owners to resolve easement
deficiency issue
$2,221,029 Substantial completion April 2013
On-Line July 2013
Office of Facilities Development
Page 3 of 8
COB McIntire Brick Repointing Three (3) projects involved in
scope: 1) Brick Repointing; 2) Masonry Repairs; and 3)
Front Stairs Waterproofing
Brick Repointing: Work
underway; approximately 95% complete
Masonry Repairs: Final completion achieved
September 2012
Front Stairs Waterproofing: Bid
opening scheduled for 2/7/13
$948,460 Brick Repointing:
Completion Jan/Feb 2013
Masonry Repairs: Complete
Front Stairs
Waterproofing: Bid 1st Quarter 2013, ~ 30
days construction
In Design/Planning Phase Scope Status Project Budget Key Milestone
Crozet North Sidewalk Replacing or constructing approximately 1100 feet of
sidewalk and drainage
improvements along the west side of Crozet Avenue
from Saint George Avenue to Crozet Elementary School. A
Safe Routes to School
(SRTS) Grant provides improved pedestrian crossing
at the school and extends sidewalk to Ballard Drive.
Completing right-of-way & easement plats for 3
parcels (Crozet North);
SRTS right-of-way and easement acquisition
completed Submit plans to VDOT for
SRTS February 2013 and
Crozet N Sidewalk April 2013 and request
authorization to bid
$852,408
(Crozet North
$662,408; SRTS
$190,000)
Crozet North – Bid/Award 3rd Quarter
2013, ~ 4 months
construction SRTS – Bid/Award 2nd
Quarter 2013, ~ 3 months construction
South Pantops Drive/State
Farm Boulevard Sidewalk Improvements
Construction of 3500 feet of
curb, gutter and sidewalk which will serve several
residential, business, and commercial establishments.
Construction partially funded
with FY13 Revenue Sharing Funds.
Project Manual and 95%
plans currently under review
Utility locating company hired to field locate
waterline at proposed
drainage inlets (ACSA) Submit plans to VDOT
April 2013 and request authorization to bid
$883,764 Bid/Award 3rd Quarter
2013, ~ 4 months construction
Office of Facilities Development
Page 4 of 8
Fontaine Avenue Sidewalk Construction of a short
sidewalk (~160') from the Research Park to the City
line. This project closes gaps between sidewalks
which may create safety
issues if left uncorrected.
Anticipate starting design
2nd Quarter 2013
$87,525 Bid 3rd Quarter 2013,
~ 1 month construction
Hollymead-Powell Creek Drive
Sidewalk
Completion of the sidewalk
connection from Hollymead to Sutherland Schools. The
required right-of-way has been donated.
Anticipate starting design
2nd Quarter 2013
$194,499 Bid 3rd Quarter 2013,
~ 1 month construction
Seminole Trail Volunteer Fire
Department (STVFD) Addition/Renovation
Addition (10,500 sq. ft.) to
STVFD and full renovation of the existing facilities (~7,500
sq. ft.). Includes 2-bay addition, expansion of living
quarters and full renovation
of existing facility to bring it to code and improve the
facilities to properly support the highest call volume
station in the County.
Design currently
underway; anticipate complete bid documents
March 2013 Site plan submittal to
Community Development
end of January 2013 Continuing cost
review/value engineering to assure estimated
project costs remain within budgeted funds
$3,836,670 Bid 2nd Quarter 2013,
~ 12 months construction
Police Firing Range Design and construction of a
firearms training facility on the site of the closed Keene
Landfill. The range will be
an outdoor facility, approximately 300 feet long
by 150 feet wide and enclosed on three sides with
20-foot high earth berms to
contain fired rounds and reduce noise; also includes a
A/E currently working
on sound model study Draft Environmental
Stewardship Plan
under review Board of Supervisors
scheduled to hear public comment on
2/13/13
Final site plan submitted and in
$1,614,208 Bid 2nd Quarter 2013
(Pending BOS authorization), ~ 5
months construction
Office of Facilities Development
Page 5 of 8
semi-permanent classroom
building, a small sheltered area, and a vault toilet.
review cycle;
anticipate approval by end of February
Belvedere Phase I Complete the Belvedere
Boulevard and Residential "Block" roads, drainage,
water, sanitary sewer and related construction
according to the approved
development plans. Phase 1 of the work is Belvedere
Boulevard from Rio Road to Free State Road (RR bridge);
Phase 2 is the remaining Belvedere Boulevard (Free
State Rd. to the Village
Green) and the residential "Blocks" (3, 4A, 5A, 6B &
9A). Funds for this project are from the developer’s
performance bonds.
Phase 1 Work:
VDOT determined that existing base asphalt is
of an inferior quality and removal of all base
asphalt will be required
Bond proceeds not sufficient to cover work;
project on hold Phase 2 Work:
Final draft plans and Project Manual under
review
$3,675,790 Phase 1 Work –
Resolve funding issues Phase 2 Work –Bid 1st
Quarter 2013, ~ 6 months construction
Lewis & Clark Exploratory Center
Construction of an educational building
(including transportation exhibits and river history), an
access road and parking
area, and a connecting trail network, all located at
Darden Towe Park. Funded by a grant through the VDOT
Transportation Enhancement
Fund Program ($800,000) combined with other funds
raised by the Lewis & Clark Exploratory Center.
Review revised Reimbursement No 4
request for accuracy; then submit request to
VDOT
Coordinate DVP deed & plat review/signature by
County & City. Coordinate ACSA and
Sewer Force Main deed
& plat review/approval by County & City.
$800,000 (Grant only)
Planned Completion March/April 2013
Office of Facilities Development
Page 6 of 8
MAINTENANCE PROJECTS
Substantially Complete CY 2012 Scope Status Project Budget Key Milestone
Vehicle Maintenance Facility
Lift Replacement Phase 1
Replacement of one bus lift
and two car lifts.
Substantial completion
August 2012 Final completion
November 2012
$182,843 Warranty until August
2013
Monticello High School Parking Lot Improvements
Revise existing parking lot layout to incorporate
improvements to the parent drop-off lane and to the
general traffic flow pattern.
Substantial completion September 2012
Punch list complete October 2012
A/E preparing drawings
for design revisions to Bio-Filter
$531,860 Complete Bio-Filter revisions 2nd Quarter
2013
Western Albemarle High School Track & Tennis Renovations
Resurface the existing 8-lane track and 6 tennis courts.
Substantial completion October 2012
Punch list complete
$763,889 Warranty until October 2013
AHS Field House Plaza Reconfigure an existing entry plaza at the Field House to
remove and expand an area
of concrete paving and to incorporate improvements to
the drainage of that area of
the football stadium
Substantial completion July 2012
Punch list complete
August 2012
$54,935 Warranty until August 2013
County Courthouse Brick RePointing
Removal and replacement of existing damaged mortar and
caulk joints and minor masonry repairs at the
exterior of the Albemarle County Courthouse.
Substantial completion November 2012
Final contractor payment will be held until
verification/confirmation that sub-contractor has
been paid.
$147,663 Punch list approval and close out
Ivy Creek Natural Area Barn Renovation
Permanent repairs to the barn to ensure structural
integrity.
Substantial completion April 2012
Final completion June
2012
$171,360 Warranty until April 2013
Office of Facilities Development
Page 7 of 8
In Construction Phase Scope Status Project Budget Key Milestone
County Courthouse ADA Accessible Ramp
Installation of a new ADA accessible ramp and entry
door. Work will involve
demolition of an existing window and portion of
masonry wall; a new door will be installed in the
opening. The new ramp will
be installed as a continuation of the existing ramp.
Project delayed due to door delivery delay
Anticipate substantial
completion by end of January 2013
$32,638 Close out project 2nd Quarter 2013
In Design/Planning Phase Scope Status Project Budget Key Milestone
VMF Lift Replacements Phase II
Replace 1 bus lift. Secure A/E for design January 2013
$153,504 Secure lift January 2013
Bid project March 2013
Substantial Completion
July 2013
Albemarle High School New
Gym & Gym Addition Re-Roofing
Tear- off and re-roofing of
new gymnasium and gymnasium addition roofs.
Gymnasium is 21,800 square
feet and gymnasium addition is 10,000 square feet.
Design underway;
anticipate complete bid documents end of
February 2013
$391,560 Bid March 2013
Substantial Completion August 2013
Cale Elementary School Main
Building and ’97 Addition Re-Roofing
Tear-off and re-roofing of
main building and 1997 addition roofs. Main building
is 52,851 square feet and new addition is 7,100 square
feet.
Design underway;
anticipate complete bid documents end of
February 2013
$726,820 Bid March 2013
Substantial Completion August 2013
Building Services Main Building Re-Roofing
Tear-off and re-roofing of Building Services' main
building. Main roof is 9,440 square feet.
Design underway; anticipate complete bid
documents end of February 2013
$136,710 Bid March 2013 Substantial Completion
August 2013
Office of Facilities Development
Page 8 of 8
Scottsville Elementary School
Cafeteria & Gym Structural Repairs
Perform structural repairs to
CMU walls that appear to have been damaged during
earthquake. Work will include structural
reinforcement and
architectural work to improve the aesthetic value of the
structural work.
Design underway;
anticipate complete bid documents end of March
2013
$107,100 Bid April 2013
Substantial Completion August 2013
Page 1 of 2 February 6, 2013
Project: Crozet Library Building
Description: Design and construction of a 23,000 square foot, LEED certified library building, which will include
space for complementary uses such as public meeting rooms and community space. The primary
mission of the new facility is to serve the library needs of the defined Western Albemarle service area
with a concerted focus on both existing and emerging technologies and solutions that will support the
library’s programming and best serve its patrons.
Status: Construction underway, anticipate substantial completion July 2013. Construction contract approximately
40% complete as of December 2012. Work planned for January 2013 includes: pour slab on deck (2nd
level); masonry on east elevation; complete roof deck; install parking lot utilities; resolve fiber optic cable
line conflict with storm sewer; coordinate furniture procurement with JMRL. Project remains on schedule
for occupancy by the Library in August 2013. Meetings are ongoing with Library representatives and
Friends of the Library (FOL) coordinating the furniture, fixtures and books purchase (funded by FOL).
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Bid Opening Date 03/28/12 03/28/12 0
Notice to Proceed 07/01/12 07/01/12 0
Excavation Complete 11/09/12 11/12/12 3
Structural Elements Complete 01/24/13 01/24/13 0
Building Dried-In 04/23/13 04/30/13 7
Finishes Complete 05/14/13 05/25/13 11
Site Work Complete 06/13/13 06/25/13 12
Substantial Completion 06/30/13 07/15/13 15
Page 2 of 2 February 6, 2013
Project Budget:
Baseline
June 1, 2012
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 8,867,491 $ 8,867,491 $ -
Future Appropriations $ - $ - $ -
Additional Source $ - $ - $ -
Total $ 8,867,491 $ 8,867,491 $ -
Use of Funds
Soft Costs $ 1,703,199 $ 1,760,225 $ (57,026)
Hard Costs $ 6,596,550 $ 6,784,000 $ (187,450)
Contingency $ 567,742 $ 323,267 $ 244,475
Total $ 8,867,491 $ 8,867,491 $ -
Balance = Funding - Costs $ - $ -
Encumbered: $ 3,981,919
Paid to Date: $ 3,949,800
Change Orders:
A/E Contract (Grimm+Parker Architects) Construction Contract (MB Contractors)
Original Agreement $585,000 Bid Award $5,810,000
Approved Changes $409,369 Approved Changes $76,924
Pending Changes $2,500 Pending Changes $36,000
TOTAL $996,869 TOTAL $5,922,924
CO History:
No. & Brief Description Amount
1 – Increase size; change schedule
(FY09)
$226,755
2 – Add geotechnical investigation
(FY09)
$8,945
3 – Add LEED service (FY10) $120,450
4 – Change to phased plan, delete
FFE design & reduce CA (FY10)
($161,295)
5 – Parking lot SWM & ARB
review (FY12)
$7,590
6 – Restore CA & FFE design;
adjust for scope & schedule
(FY13)
$206,915
Pending: sidewalk change to
ADA-compliant
$2,500
CO History:
No. & Brief Description Amount
1 – Slope drain & waterline
revisions
$5,323
2 – Waterline changes in Crozet
Ave; credit for 2500lb elevator vs
3000lb
$54,374
3 – Locate fiber optic line Crozet
Ave; additional waterproofing at
basement
$2,865
4 – Increase column size; floor box
revisions (electrical)
$14,362
Pending: revise conduits through
parking lot; ditch improvements at
Crozet Ave; revise sidewalk to be
ADA compliant
$36,000
Page 1 of 2 February 6, 2013
Project: Crozet Streetscape Enhancements Phase II
Phase 2 (Crozet Avenue) and 2A (Main Street and Alleys)
Description: Phase 2 and 2A of the Crozet Streetscape Enhancements includes relocation of overhead electric and
utility lines from Crozet Avenue, new stormwater drainage system, first block of Main Street (Library
Avenue), and pedestrian, vehicular, and streetscape enhancements along Crozet Avenue from The
Square to Tabor Street.
Status: Phase 2 – Crozet Avenue:
• Notices to Proceed issued to CenturyLink, Dominion Virginia Power, (DVP) and Comcast. Utility
relocation to begin mid-Feb 2013 and anticipate completion by end of March. Obtaining electrician
quotes to make final electric connections to DVP’s relocated lines.
• All but two of the required right-of-way/construction easement signatures have been obtained. Both
parties have signed and currently coordinating remaining signatures.
• Final design plans currently under review by OFD. Anticipate VDOT authorization to bid/award by
2nd
quarter 2013.
Phase 2A – Main Street and Alleys:
Library Avenue construction completed and street opened to public in late June 2011. Board of
Supervisors adopted resolution 12/12/12 requesting VDOT accept street into State secondary system.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Design Complete 08/30/12 02/14/13 168
Right-of-Way / Easements Complete 08/30/12 02/28/13 182
VDOT Approval to Advertise 10/04/12 03/31/13 178
Utility Relocation Complete 10/30/12 03/15/13 136
Bid Opening Date 11/01/12 05/15/13 195
Notice to Proceed / VDOT Approval of
Contract 11/30/12 06/15/13 197
Ph-A Curb, Drainage & Sidewalk
Complete
06/01/13 11/15/13 167
Ph-B Curb, Drainage & Sidewalk
Complete
11/01/13 07/01/14 242
Paving Complete 12/01/13 08/01/14 243
Substantial Completion 01/30/14 08/15/14 197
Page 2 of 2 February 6, 2013
Project Budget:
Baseline
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 3,380,213 $ 3,380,213 $ -
Future Appropriations $ 319,787 $ * 1,029,352 $ (709,565)
Additional Source $ - $ - $ -
Total $ 3,700,000 $ 4,409,565 $ (709,565)
Use of Funds
Soft Costs $ 590,000 $ 798,001 $ (208,001)
Hard Costs $ 2,770,000 $ 3,461,468 $ (691,468)
Contingency $ 340,000 $ 150,095 $ 189,905
Total $ 3,700,000 $ 4,409,565 $ (709,564)
Balance = Funding - Costs $ - $ -
Encumbered: $ 981,525
Paid to Date: $ 1,431,317
* Future Appropriation includes a transfer of $617,000 from SWM fund and $181,900 from the Crozet Library
project; and $230,452 in Revenue Sharing still to be appropriated
Change Orders:
A/E Contract (Kimley-Horn & Associates) Construction Contract (Ph 2A – Library Ave)
Original Agreement $379,000 Bid Award $641,695
Approved Changes $163,761 Approved Changes $138,473
Pending Changes $ 0 Pending Changes $ 0
TOTAL $542,761 TOTAL $780,168
CO History:
No. & Brief Description Amount
1 – Jarmans Gap Road interim storm
system & historic resources (FY09)
$41,500
2 – Additional plats & transportation
planning services (FY09)
$12,625
3 – Main Street extension to proposed
Library entrance (FY09)
$24,000
4 – Conceptual Downtown Plaza
improvements (FY09)
$9,750
5 – Additional plats (FY10) $2,750
6 – Temporary tie-in of new Main
Street (FY10)
$21,000
7 – Water & sewer relocation design
(FY10)
$7,300
8 – Library storm sewer advance
work (FY12)
$5,961
9 – Finalize const. documents (FY13) $38,875
CO History:
No. & Brief Description Amount
1 – Sidewalk revisions, additional
asphalt, power conduit/pull boxes in
alleys
$73,625
2 – Add parking spaces, revise
storm sewer outfall, temporary
electric service for lighting
$43,455
3 – Raise ACSA meter, extend
project schedule
$21,393
Page 1 of 2 February 6, 2013
Project: Crozet North Sidewalk
Description: Provide for pedestrian safety by replacing or constructing approximately 1100 feet of sidewalk and
drainage improvements along the west side of Crozet Avenue from Saint George Avenue to Crozet
Elementary School. County and Revenue Sharing funds are being used to provide the sidewalk from St.
George Avenue to Crozet Elementary School. A Safe Routes to School (SRTS) Grant provides
improved pedestrian crossing at the school and extends sidewalk to Ballard Drive.
Status: Crozet North Sidewalk: Completing right-of-way & easement plats for 3 parcels. Per ACSA requirements,
will need to provide waterline relocation plan, profile and ACSA easement to relocate 250' of existing
waterline to provide acceptable separation from new retaining wall. Providing updated plan review
comments to A/E. Anticipate submitting plans to VDOT by April 2013 and request authorization to bid.
Safe Routes to School Sidewalk: Right-of-way and easement acquisition completed. ACSA located
section of existing waterline near Ballard Drive; waterline locations at Old Crozet School entrance must be
field located before ACSA provides comment or approval - utility locating company hired to perform
location service. Anticipate submitting plans to VDOT by February 2013 and request authorization to bid.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Revenue Sharing Project
(St. George to Crozet ES)
Design Complete 02/14/13 03/31/13 45
Right-of-Way / Easements Complete 03/15/13 04/30/13 46
VDOT Approval to Advertise 04/15/13 05/31/13 46
Bid Opening Date 05/31/13 07/15/13 45
Notice to Proceed / VDOT Approval of
Contract 06/30/13 08/15/13 46
Curb & Drainage Complete 08/31/13 10/15/13 45
Sidewalks Complete 09/30/13 11/15/13 46
Paving Complete 10/15/13 11/30/13 46
Substantial Completion 10/15/13 11/30/13 46
SRTS Grant Project
(Crozet ES to Ballard Dr.)
Design Complete 04/30/12 02/14/13 290
Right-of-Way / Easements Complete 05/31/12 12/30/12 213
VDOT Approval to Advertise 06/30/12 03/15/13 258
Bid Opening Date 08/15/12 04/30/13 258
Notice to Proceed / VDOT Approval of
Contract 09/15/12 05/30/13 257
Curb & Drainage Complete 11/15/12 07/30/13 257
Sidewalks Complete 11/30/12 08/15/13 258
Paving Complete 12/15/12 08/30/13 258
Substantial Completion 12/15/12 08/30/13 258
Page 2 of 2 February 6, 2013
Project Budget:
Baseline
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 564,808 $ 564,808 $ -
Future Appropriations $ 96,592 $ 287,600 $ (191,008)
Additional Source $ - $ - $ -
Total $ 661,400 $ 852,408 $ (191,008)
Use of Funds
Soft Costs $ 104,200 $ 222,564 $ (118,364)
Hard Costs $ 497,200 $ 619,400 $ (122,200)
Contingency $ 60,000 $ 10,444 $ 49,556
Total $ 661,400 $ 852,408 $ (191,008)
Balance = Funding - Costs $ - $ -
Encumbered: $ 17,846
Paid to Date: $ 94,676
Change Orders:
A/E Contract – Sidewalk (Kimley-Horn & Assoc.) Construction Contract
Original Agreement $40,000 Bid Award $
Approved Changes $1,600 Approved Changes $
Pending Changes $ 0 Pending Changes $
TOTAL $41,600 TOTAL $
CO History:
No. & Brief Description Amount
1 - Eliminate bid/construction
observation; add plats & final
engineering services
$1,600
A/E Contract – SRTS (Anhold Associates)
Original Agreement $20,697
Approved Changes $2,524
Pending Changes $ 0
TOTAL $23,221
CO History:
No. & Brief Description Amount
1 – Prepare documents to relocate
existing waterline conflicting with
proposed stormwater utilities
$2,524
Page 1 of 2 February 6, 2013
Project: Police Firearms Training Facility
Description: Design and construction of a firearms training facility on the site of the closed Keene Landfill in Keene,
Virginia. The range will be an outdoor facility; approximately 300 feet long by 150 feet wide and
enclosed on three sides with 20-foot high earth berms to contain fired rounds and reduce noise. The
facility will include a semi-permanent classroom building, and a vault toilet. The surrounding area will
be fenced and gated for security and will remain forested to create a visual barrier and sound buffer. A
gravel road across the property will provide access to the range at the southern portion of the property;
access to the property will be from Fortune Lane.
Status: A/E currently working on sound model study, construction of a 3 dimensional computer model to
determine sound levels within a 2 mile radius, and review of feasibility and cost for 3 noise
mitigation construction options. Draft Environmental Stewardship Plan currently under review.
Continue community outreach and firing range education efforts; ACPD working with community
committee to develop operating guidelines. Board of Supervisors scheduled to hear public comment
on February 13, 2013. Final Site plan submitted and in review cycle. Anticipate approval by end of
February and bid in April 2013 assuming BOS direction on Feb. 13th.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Pre-design Complete 06/01/12 06/01/12 0
Design Complete 01/28/13 02/15/13 18
Bid Opening Date 04/22/13 05/06/13 14
Notice to Proceed 05/01/13 05/15/13 14
Excavation Complete 07/24/13 07/24/13 0
Site Work Complete 09/16/13 09/16/13 0
Substantial Completion 09/30/13 09/30/13 0
Page 2 of 2 February 6, 2013
Project Budget:
Baseline
[September 2011]
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 1,140,300 $ 1,132,890 $ 7,410
Future Appropriations $ - $ 481,318 $ (481,318)
Additional Source $ - $ - $ -
Total $ 1,140,300 $ 1,614,208 $ (473,908)
Use of Funds
Soft Costs $ 163,904 $ 228,952 $ (65,048)
Hard Costs $ 849,040 $ 1,359,693 $ (510,653)
Contingency $ 127,356 $ 25,562 $ 101,794
Total $ 1,140,300 $ 1,614,208 $ (473,908)
Balance = Funding - Costs $ - $ -
Encumbered: $ 42,793
Paid to Date: $ 133,630
Change Orders:
A/E Contract (Kimley-Horn & Associates) Construction Contract
Original Agreement $121,920 Bid Award $
Approved Changes $31,690 Approved Changes $
Pending Changes $34,508 Pending Changes $
TOTAL $188,118 TOTAL $
CO History:
No. & Brief Description Amount
1 – Wetland delineation,
environmental permitting
$17,929
2 – Environmental stewardship
plan; geotechnical investigation
$13,761
Pending: Sound/noise model $34,508
Page 1 of 2 February 6, 2013
Project: Ivy Fire Station
Description: A 24/7 fire & rescue facility of roughly 5,800 square feet, within an existing warehouse (owned by the
University of Virginia), consisting of 3 apparatus bays (2 engines, 1 ambulance) and support facilities
for a crew of 6. A fire/rescue station is needed to meet the response time goals in this portion of the
County’s development area and to provide services to this densely populated rural area of the County.
Status: Construction/renovation underway, anticipate substantial completion April 2013, with station on-line July
2013. Working with Community Development and adjacent property owners to resolve easement
deficiency issue. Finalizing details for emergency signal control, IT systems, and procurements such as
generator and fuel tank/pump.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Bid Opening Date 09/27/12 09/27/12 0
Notice to Proceed 10/19/12 10/22/12 3
Demolition Complete 11/12/12 11/15/12 3
Building Infrastructure Complete 03/01/13 03/01/13 0
Finishes Complete 04/01/13 04/01/13 0
Site Work Complete 04/01/13 04/01/13 0
Substantial Completion 04/01/13 04/01/13 0
Page 2 of 2 February 6, 2013
Project Budget:
Baseline
July 2011
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 2,173,793 $ 2,221,029 $ (47,236)
Future Appropriations $ - $ - $ -
Additional Source $ - $ - $ -
Total $ 2,173,793 $ 2,221,029 $ (47,236)
Use of Funds
Soft Costs $ 332,139 $ 422,310 $ (90,171)
Hard Costs $ 1,650,000 $ 1,535,340 $ 114,660
Contingency $ 191,654 $ 191,654 $ -
Total $ 2,173,793 $ 2,149,303 $ 24,490
Balance = Funding - Costs $ - $ 71,726
Encumbered: $ 656,091
Paid to Date: $ 456,405
Change Orders:
A/E Contract (LeMay Erickson Willcox Architects) Construction Contract (Coleman-Adams Const.)
Original Agreement $165,730 Bid Award $724,000
Approved Changes $9,320 Approved Changes $ 0
Pending Changes $ 11,315 Pending Changes $43,500
TOTAL $186,365 TOTAL $767,500
CO History:
No. & Brief Description Amount
1 – Structural evaluation &
reinforcement design (FY12)
$6,600
2 – Site plan coordination w/
adjacent property (FY13)
$2,720
Pending: sprinkler redesign,
generator, structural evals
$11,315
CO History:
No. & Brief Description Amount
Pending: column piers corrections;
grease trap; front footer revisions;
mezzanine storage area; apparatus
area floor slab replacement
$43,500
Page 1 of 2 February 6, 2013
Project: Seminole Trail Volunteer Fire Department Addition/Renovation
Description: Addition (10,500 sq. ft.) to Seminole Trail Volunteer Fire Department (STVFD) and full renovation of
the existing facilities (~7,500 sq. ft.). Total scope includes a 2-bay addition, an expansion of living
quarters and full renovation of the existing facility to bring it to code and improve the facilities to
properly support the highest call volume station in the County.
Status: Design currently underway – Completed design review of 65% architectural drawings and ~ 90% site
drawings on 24 Jan 2013. Anticipate site plan submittal to Community Development end of January 2013
and complete bid documents by end of March. Site Plan approval is critical path on the project.
Continuing cost review/value engineering to assure estimated project costs remain within budgeted funds.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Pre-design Complete 01/11/13 01/18/13 7
Design Complete 03/22/13 03/22/13 0
Bid Opening Date 04/12/13 04/12/13 0
Notice to Proceed 05/03/13 05/03/13 0
Renovation Demo Complete 06/21/13 06/21/13 0
Excavation Complete 07/05/13 07/05/13 0
Structural Elements Complete 09/06/13 09/06/13 0
Building Dried-In 11/29/13 11/29/13 0
Finishes Complete 02/28/14 02/28/14 0
Site Work Complete 03/21/14 03/21/14 0
Substantial Completion 04/04/14 04/04/14 0
Page 2 of 2 February 6, 2013
Project Budget:
Baseline
May 2012
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 3,824,947 $ 3,824,947 $ -
Future Appropriations $ 11,723 $ 11,723 $ -
Additional Source $ - $ - $ -
Total $ 3,836,670 $ 3,836,670 $ -
Use of Funds
Soft Costs $ 426,320 $ 481,596 $ (55,276)
Hard Costs $ 3,126,500 $ 3,126,500 $ -
Contingency $ 283,850 $ 228,574 $ 55,276
Total $ 3,836,670 $ 3,836,670 $ -
Balance = Funding - Costs $ - $ -
Encumbered: $ 267,385
Paid to Date: $ 165,183
* Our most recent estimate that was provided by the design firm on 11/6/12 shows a cost estimate of $3,954,101. This is
$117,431 over our appropriated budget but we just received 65% complete preliminary drawings and we are awaiting the
subsequent updated estimate per these drawings that will incorporate recent changes that should result in the cost estimate
moving toward that appropriated budget figure. This combined with the favorable bidding climate and effective use of
alternates in the bid process makes us confident that this project will come in under budget once the bids are received.
Change Orders:
A/E Contract (DJG, Inc. – includes Add. & Renov.) Construction Contract
Original Agreement $394,819 Bid Award $
Approved Changes $ 0 Approved Changes $
Pending Changes $ 0 Pending Changes $
TOTAL $394,819 TOTAL $
Page 1 of 2 February 6, 2013
Project: South Pantops Drive/State Farm Boulevard Sidewalk Improvements
Description: Provide for pedestrian safety along the north side of South Pantops Drive and west side of State Farm
Boulevard by constructing 3500 feet of curb, gutter and sidewalk which will serve several residential,
business, and commercial establishments. Construction will be partially funded with FY13 Revenue
Sharing Funds.
Status: Appropriation of Revenue Sharing Funds pending receipt of fully executed agreement. Project Manual and
95% plans currently under review. Anticipate submitting plans to VDOT by April 2013 and request
authorization to bid. Waterline at proposed drainage inlets must be field located before ACSA provides
comment or approval - utility locating company hired to perform location service. County Attorney Office
obtaining title searches and coordinating BB&T and Union Bank right-of-way dedications.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Design Complete 12/31/12 02/28/13 59
Right-of-Way / Easements Complete 03/15/13 04/30/13 46
VDOT Approval to Advertise 04/15/13 05/31/13 46
Bid Opening Date 06/01/13 07/15/13 44
Notice to Proceed / VDOT Approval of
Contract 07/01/13 08/15/13 45
Curb & Drainage Complete 09/01/13 10/15/13 44
Sidewalks Complete 10/01/13 11/15/13 45
Paving Complete 10/15/13 11/30/13 46
Substantial Completion 10/31/13 11/30/13 30
Page 2 of 2 February 6, 2013
Project Budget:
Baseline
July 2008
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 512,000 $ 526,664 $ (14,664)
Future Appropriations $ - $ 357,100 $ (357,100)
Additional Source $ - $ - $ -
Total $ 512,000 $ 883,764 $ (371,764)
Use of Funds
Soft Costs $ 60,000 $ 128,311 $ (68,311)
Hard Costs $ 410,000 $ 717,150 $ (307,150)
Contingency $ 42,000 $ 38,303 $ 3,697
Total $ 512,000 $ 883,764 $ (371,764)
Balance = Funding - Costs $ - $ -
Encumbered: $ 3,880
Paid to Date: $ 61,086
Change Orders:
A/E Contract (Kimley-Horn & Associates) Construction Contract
Original Agreement $39,116 Bid Award $
Approved Changes $9,369 Approved Changes $
Pending Changes $3,500 Pending Changes $
TOTAL $51,985 TOTAL $
CO History:
No. & Brief Description Amount
1 – Update survey (FY09) $600
2 – Additional survey (FY09) $6,950
3 – Add topo survey, plats & final
engineering; eliminate bidding/
construction observation (FY12)
$1,819
Pending: Bidding/construction
phase
$3,500
Page 1 of 2 February 6, 2013
Project: McIntire County Office Building Brick Repointing
Description: There are three projects involved in the scope. 1) Brick Repointing: removal and replacement of
existing damaged grout joints and expansion/caulk joints, also includes masonry repairs at concrete
banding/precast sills, helical pier installation and a thorough cleaning of all the masonry walls. 2)
Masonry Repairs: partial brick veneer replacement and installation of new spiral ties, includes
installation of steel lintels, replacement of existing precast concrete sills and partial replacement of
painted wood frieze board. 3) Front Stairs Waterproofing: removal of the existing masonry
waterproofing layer, repair of existing concrete substrate and installation of new 20 year warranty
waterproofing membrane.
Status: Brick Repointing: Work is underway and approximately 95% complete; anticipate substantial completion
by end of January 2013. During demolition of the walls, it became apparent that brick ties were never
installed in the building during the original construction. A change order was processed to install helical
brick ties in order to stabilize brick façade and prevent further movement.
Masonry Repairs: Work complete – final completion achieved September 2012.
Front Stairs Waterproofing: Project out to bid. Bid opening scheduled for February 7, 2013. Anticipate
issuing Notice to Proceed first of March and project will take approximately 30 days to complete.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Brick Repointing:
Design Complete 02/29/12 02/29/12 0
Bid Opening Date 03/29/12 03/29/12 0
Notice to Proceed 05/15/12 05/21/12 6
Demolition Complete 11/12/12 01/11/13 60
Finishes Complete 11/12/12 01/31/13 80
Substantial Completion 11/12/12 01/31/13 80
Masonry Repairs:
Design Complete 02/29/12 02/29/12 0
Bid Opening Date 04/05/12 04/05/12 0
Notice to Proceed 05/15/12 05/15/12 0
Finishes Complete 11/06/12 08/23/12 -75
Substantial Completion 11/06/12 08/23/12 -75
Front Stairs Waterproofing:
Design Complete 01/03/13 01/03/13 0
Bid Opening Date 02/07/13 02/07/13 0
Notice to Proceed 03/07/13 03/07/13 0
Finishes Complete 04/06/13 04/06/13 0
Substantial Completion 04/06/13 04/06/13 0
Page 2 of 2 February 6, 2013
Project Budget:
Baseline
July 2011
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 948,460 $ 948,460 $ -
Future Appropriations $ - $ - $ -
Additional Source $ - $ - $ -
Total $ 948,460 $ 948,460 $ -
Use of Funds
Soft Costs $ 28,460 $ 57,099 $ (28,639)
Hard Costs $ 750,000 $ 824,539 $ (74,539)
Contingency $ 170,000 $ 66,822 $ 103,178
Total $ 948,460 $ 948,460 $ -
Balance = Funding - Costs $ - $ -
Encumbered: $ 44,867
Paid to Date: $ 716,312
Change Orders:
A/E Contract – 3 projects (Heyward Boyd Architects) Construction Contract (Dominion Waterproofing)
Original Agreement $33,728 Bid Award (Repointing) $308,458
Approved Changes $ 0 Approved Changes $185,586
Pending Changes $ 0 Pending Changes $ 0
TOTAL $33,728 TOTAL $494,044
CO History:
No. & Brief Description Amount
CO History:
No. & Brief Description Amount
1 – Installation of helical brick ties $183,770
2 – Additional driven pile $1,816
Construction Contract (Simpson Unlimited)
Bid Award (Masonry) $178,480
Approved Changes $31,868
Pending Changes $ 0
TOTAL $210,348
CO History:
No. & Brief Description Amount
1 – CMU repair, EIFS repair,
window head & sill flashing
$26,253
2 – Cut brick at bow in wall, credit
for parking lot gouges
$5,615
Page 1 of 2 February 6, 2013
Project: Greer Elementary Addition/Renovation Phase2
Description: Phase 2 of an Addition/Renovation project to the Greer Elementary School. The one-story addition will
include six new classrooms, art room with kiln, fully developed courtyard, one story connector to
existing school, and additional parking. The renovation to the existing building will include developing
lower level common areas (3) into storage/teaching spaces, replacing existing toilet partitions,
renovating upper level cabinets, refinishing handrail, adding tack strips, and new classroom signage.
Status: Construction substantially complete in August 2012. Contractor completing punch list - several minor
outstanding items: a) installation of additional landscape screen in courtyard; b) installation of diverter and
spigot on rain barrel; and c) gravel surround at playground drains.
Project Schedule:
Phase Baseline Schedule Actual/Forecast Variance (days)
Bid Opening Date 09/21/11 09/21/11 0
Notice to Proceed 11/02/11 11/02/11 0
Substantial Completion 08/10/12 08/16/12 6
Page 2 of 2 February 6, 2013
Project Budget:
Baseline
July 2011
Current
Estimate At Completion Variance
Funding
Appropriated to Date $ 4,327,760 $ 4,356,524 $ (28,764)
Future Appropriations $ - $ - $ -
Additional Source $ - $ - $ -
Total $ 4,327,760 $ 4,356,524 $ (28,764)
Use of Funds
Soft Costs $ 475,895 $ 376,077 $ 99,818
Hard Costs $ 3,500,000 $ 3,943,383 $ (443,383)
Contingency $ 351,865 $ 37,065 $ 314,800
Total $ 4,327,760 $ 4,356,524 $ (28,764)
Balance = Funding - Costs $ - $ - $ -
Encumbered: $ 64,689
Paid to Date: $ 4,175,460
Change Orders:
A/E Contract (Rancorn Wildman Architects) Construction Contract (Nielsen Builders)
Original Agreement $119,235 Bid Award $3,388,300
Approved Changes $22,775 Approved Changes $(53,104)
Pending Changes $3,500 Pending Changes $20,532
TOTAL $145,510 TOTAL $3,355,728
CO History:
No. & Brief Description Amount
Change Orders 1-3 related to
Phase I project.
4 –Bid & Construction Phases $21,679
5 – Design/specification of exterior
lights for new parking lot
$1,096
6 – Pending: Fire exit/drill plans,
interior painting
$3,500
CO History:
No. & Brief Description Amount
1 – Reconcile owner contingency use $(6.36)
2 – Light switch change; add shades
& casework
$14,345
3 – Asbestos removal allowance $(12,500)
4 – Acoustical wall panel allowance $(2,215)
5 – Various unused balances $(4,870)
6 – Credit for mulch at playground $(5,250)
7 – Various items; use of owner
allowance for glass shelving
$9,043
8 – Miscellaneous site items; rock
removal credit
$(63,209)
9 – Sidewalk/sod at west end of
addition; various interior items
$11,558
Pending: Lights @ new parking lot;
shelving, tack strips, etc.
$20,532
Project Vendor Contract Type Amount CO No. Scope
Date Approved
by CE Office
Reason:
>25% or >$50K
$5,961.00 8
Modify the design of the proposed Crozet Avenue
storm sewer system between the end of the Library
Avenue system and the new VDOT system at the
corner of Jarmans Gap Road; provide for rough
grading of the streetscape improvements along the
Library’s frontage on Crozet Avenue; and provide plan
sheets that may be incorporated into the Library
project.
05/01/12 >25%
$38,875.00 9
Finalize construction documents for the project and
make revisions to address comments and concerns of
property owners during right-of-way/easement
negotiations, address changes necessary to comply
with VDoT’s new lighting standards, coordinate with
completion of Jarmans Gap Road and Library Avenue
improvements, and coordinate with new library
construction.
07/02/12 >25%
Grimm+Parker Architects A/E $206,915.00 6
Restore Construction Administration scope that was
reduced with Change Order #4, and adjust fees for
increased building scope and extended project
scheduled; Restore Furniture, Fixtures & Equipment
Design scope that was deleted with Change Order #4,
and adjust fees for extended project schedule.
08/10/12 >25%
MB Contractors Construction $54,374.00 2
Waterline changes in Crozet Avenue to maintain
water service while relocated segment installed, and
material changes required by ACSA after bid
documents released (add $57,329.00); provide 2500-
lb. capacity elevator in lieu of 3,500-lb elevator (credit
$2,955.00)
10/05/12 >$50k
$47,749.10 1
Extend and increase the number and size of steel
girders for bridges #2 and #3 to allow for bridge
footings to sit on suitable soils; add 300' of additional
silt fence and additional stone weirs.
05/08/12 >25%
$6,665.00 3Install 1,100 linear feet of silt fence along the new
section of the Old Mills (Rivanna) trail. 09/07/12 >25%
$183,770.00
1
Installation of helical brick ties in order to stabilize
brick facade and prevent further movement, and
minimize the need for more costly repairs in the
future.
09/13/12 >25%
$1,815.73
2
Installation of additional pile (driven pile) to augment
helical pile that was not able to meet proper bearing
capacity due to rock.
11/05/12 >25%
Police Firing Range Kimley-Horn & Associates A/E $13,761.00 1
Provide geotechnical investigation services,
environmental stewardship plan, and additional
public meeting support12/07/12 >25%
Crozet Streetscape Enhancement Phase II Kimley-Horn & Associates A/E
Crozet Library
Change Orders Requiring County Executive Office Approval
January 1, 2012 to December 31, 2012
Old Mills Trail Pedestrian Bridges C & B Construction Services Construction
COB McIntire Brick RePointingDominion Waterproofing &
Construction ServicesConstruction