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• Date: April 17, 2002 To: The Honorable Board of County Commissioners Thru: James E. Chandler, County Administrator From: Thomas \V. Frame, General Services Director Subject: Supervisor of Elections Office Space BACKGROUND: On March 12, 2002, the Board opted to proceed with a modular facility to provide office expansion to meet the needs of the Supervisor of Elections here on the site of the County Administration Building. For your convenience the back-up includes the agenda transmittal submitted at that time. At the time the matter was presented to the Board, the Wind Load requirements had been thought to be in the level below the 140 -mph zone. It was subsequently determined to be at the higher level and this has caused an increase in the cost of the unit for its annual lease cost. That cost has risen from $59,928 to $67,200. For an additional $295 per month the modular can be outfitted with both impact resistant windows and doors. The basic set-up rose by $3,000 due to increase in wind load, and the additional items addressing specific plumbing and electrical configurations and demands along with telephony and data lines pushed the total one time charge up to $57,244. These changes do cause the over all up -front costs to rise $26,618 from the earlier figure of $163,596.20 to $190,214.20. Relative to timing, we have secured engineering services to obtain all appropriate regulatory approvals from local and state agencies. The site plan review is anticipated in early May and subsequent stormwater approval shortly thereafter Overall the schedule to meet the July 1 deadline is still achievable. G. E. Capital says it will take 6 weeks from order to delivery and about 30 days set-up time. If the modular is ordered by May 26, six weeks delivery would be May 31. With 30 days of set-up time, this provides an occupancy by July 1, 2002, meeting Ms. Clem's deadline. The lease document has been reviewed by Will Collins and except for a couple of minor items, it is not expected to be a problem. RECOMMENDATION: While the cost of the modular unit has risen, considering the timing and the desired location, the modular is considered to be the best option available. Staff would like to request the Board to waiver the noimal bid procedure and authorize the staff to proceed with obtaining the modular office from G. E. Capital by authorizing the Chaiunan to execute the lease agreement. That the approval be subject to the final review and approval of the lease by the County Attorney's office. That it be subject to the annual lease amount not exceeding $70,740 (includes impact resistant window and doors). That it be subject to the one-time set-up charges by G. E. Capital not to exceed S57,244. April 23, 2002 63 rater R ) Dn ,",, uf1:,').