Board of Regents
Capital Planning and Budget Committee - February 2012
Capital Planning and Budget Committee
Thursday, February 9, 2012
The Joint Meeting of the Capital Planning and Budget Committee and the Business, Finance, and Audit Committee was convened by Regent Falbo at 12:30 p.m. in Room 1920 of Van Hise Hall on the UW-Madison campus. Present were Regents Bartell, Manydeeds, Drew, Roberts, Walsh, Falbo, Bradley, Pruitt, Sherven and Whitburn. Regent Pointer was absent.
The committees met jointly concerning two items.
I.3.a. UW Colleges: Report on City and County Financial Support
UW Colleges Vice Chancellor for Administrative & Financial Services Steve Wildeck described the
- Regent Policy Document Review
Details concerning the above item can be found in the Business, Finance, and Audit Committee Minutes of February 9, 2012.
- RPD 13-1: General Contract Signature Authority, Contract Approval, and Reporting
- RPD 13-2: Real Property and Construction Contract Signature Authority and Contract Approval
Capital Planning and Budget Committee Chair Regent Bartell convened the meeting of the Capital Planning and Budget Committee at 1:23 p.m. in Room 1418 of Van Hise Hall on the UW-Madison campus. Committee members present were Regents Bartell, Manydeeds, Drew, Roberts, and Walsh. Regent Pointer was absent.
I.3.b. Approval of the Minutes of the December 8, 2011 Meeting of the Capital Planning and Budget Committee
Upon the motion of Regent Walsh and the second of Regent Drew, the minutes of the December 8, 2011, meeting of the Capital Planning and Budget Committee were approved as presented.
I.3.c. UW-La Crosse: Approval of the Design Report of the Parking Ramp and Police Building Project and Authority to: Increase the Scope and Budget; Seek a Waiver of Wis. Stats. § 16.855 to Allow Single Prime Bidding; and Construct the Project
This request was revised and the portion requesting authority to seek a waiver of Wis. Stats s.16.855 under the provisions of s.13.48 (19) to allow single prime bidding was withdrawn.
This item requested approval of the Design Report of the Parking Ramp and Police Services Building project and authority to (a) increase the project scope and budget by $1,707,000 Program Revenue-Cash; and (b) construct the project for a total project cost of $13,838,000 ($6,838,000 Program Revenue Supported Borrowing and 7,000,000 Program Revenue-Cash).
This project will design and construct a 600 stall, above ground, concrete parking ramp structure and an 8,740 gross square foot police and parking services building. The project site is located within the campus boundary on university-owned land on the north edge of campus along La Crosse Street (State Highway 16). The site was recommended in the 2005 UW-La Crosse Campus Master Plan and is currently an unimproved gravel parking lot.
The ramp will consist of one level at ground elevation plus two fully elevated levels. It will have two remote points of vehicle entry/exit, with one being a secondary entry/exit point to be used only when the ramp accommodates large public campus events. The ramp will include an elevator, stairways at each corner of the structure, and a securable area for the storage of university maintenance and/or police vehicles and equipment. The parking structure will be designed to accommodate the future construction of two additional levels (approximately 400 +/- additional stalls), if parking demand warrants such construction. The exterior of the ramp will be clad with precast panels with inset brick to match the architecture of the campus.
The police and parking services building will be located immediately adjacent to the parking structure along the southeast portion of the ramp. The building will consist of spaces that include a parking utility customer service area, offices, suspect interview and processing areas, secure equipment and evidence storage, employee locker rooms, a squad room, report writing spaces, a training room, and a 24-hour dispatch/communications center, which will also serve as the main campus fire alarm reporting center. The design of the exterior of the building will be cohesive with the ramp structure and it will be clad in architectural precast concrete and brick masonry to compliment the architecture of the campus.
The UW-La Crosse Growth, Quality, and Access plan has resulted in an increase in enrollment and the number of faculty employed by the university. At the same time, more frequent and more heavily attended events at the Veterans Memorial Fields Complex have brought more people to the campus. Consequently, the already growing demand for off-street parking has increased at an even faster rate than previously anticipated. In an effort to mitigate this demand, the campus continues to implement initiatives such as: providing unlimited access to city bus service; improving campus bus routes; creating a bicycle-friendly environment; discouraging campus car use; etc., all of which are focused reducing the need for campus parking spaces. However, the demand for off-street parking will, nonetheless, continue to increase.
The university has recently completed pre-design planning for a new campus science facility, and in the spring of 2012 will also be completing pre-design planning for a new student union building. Because the UW-La Crosse campus is so physically compact, there are no existing open areas large enough to accommodate these new facilities. Consequently, per the UW-La Crosse Master Plan, both of these new buildings will be constructed on sites that are now occupied by existing surface parking lots. This will result in the additional loss of approximately 400 parking stalls. Accordingly, the university desires to construct the parking structure prior to the loss of these existing surface parking lots.
The UW-La Crosse Police Department, which includes the UW-La Crosse Parking Utility, is currently housed in a ranch-style residential structure that was constructed in the early 1950s. The university acquired the property in the early 1970s and performed minor renovations to it in order to accommodate occupancy by what was, at that time, a small campus security department. However, the facilities are wholly inadequate to house the fully functioning department and utility as they exist today. There are no appropriate spaces for interviews, squad rooms, offices, conference rooms, etc. The building does not have an emergency generator, the 24-hour dispatch center has outgrown its space in the building, and there is not adequate infrastructure to support the typical daily activities of a dispatch center or the continuity of operations during an event that might affect utility supply to the facility. In addition, while this existing building is the center of the campus emergency operations, it is also the one structure on campus that would most likely not survive a tornado-producing storm. The residential structure was serviceable for the needs of campus security three decades ago, but it is completely inadequate for the needs of a modern police department.
The project was enumerated in the 2011-13 biennium as a 500-stall parking structure with the capacity for future expansion. However, early in the design process it was determined that the campus needed an additional 100 stalls for this phase.
Regent Roberts asked if increasing the budget affects the state budget, to which Associate Vice President David Miller answered that the State Building Commission has the authority to adjust project budgets and because this project is funded with no-state parking revenue that it has no affect on the state budget.
Regent Roberts also inquired about the accumulated cash reserve in the project budget to which Miller invited UW-LaCrosse Vice Chancellor for Business Bob Hetzel to respond. Hetzel stated that the parking enterprise accululated reserves in anticipation of the construction project. In general, the finaincials the campus ran on the new ramp are sufficient to cover the debt service for the parking enterprise and the campus is not going to increase the parking rates to cover the improvements or to cover the debt service.
Upon the motion of Regent Walsh and the second of Regent Drew, the Committee approved Resolution I.3.c.
Revised Resolution I.3.c.
That, upon the recommendation of the UW-La Crosse Chancellor and the President of the University of Wisconsin System, the Design Report of the Parking Ramp and Police Services Building project be approved and authority be granted to (a) increase the project scope and budget by $1,707,000 Program Revenue-Cash; and (b) construct the project for a total project cost of $13,838,000 ($6,838,000 Program Revenue Supported Borrowing and 7,000,000 Program Revenue-Cash).
I.3.d. UW-Oshkosh: Authority to Demolish the River Commons Building
This item requested authority to demolish the River Commons building, which is located at 632 Pearl Avenue on the UW-Oshkosh campus, for a total estimated cost of $693,000 Insurance Funds.
This project will demolish and remove one building on the UW-Oshkosh campus: the River Commons, which is located at 632 Pearl Avenue. A Wisconsin Asbestos and Lead Abatement Management System (WALMS) survey has been done on the facility. Work will include the abatement of all hazardous materials in the building.
This building is unoccupied and has outlived its useful life, is in relatively poor condition due to severe flooding in June 2008, and does not meet current or future needs. The 51,699 GSF River Commons, located at 632 Pearl Avenue, is the site for intramural recreation fields as developed through the master plan to partially satisfy a campus-wide shortage of space dedicated to outdoor intramural activities. The three main entities occupying space in River Commons prior to the flood were the Gruenhagen Conference Center (meeting rooms), the Department of Corrections Training Program, and Residence Life (offices, maintenance, and support functions). These groups were either temporarily moved off-campus or relocated to other facilities, including spaces previously used for storage.
The campus intends to develop this site and the adjacent parking lots into synthetic intramural athletic fields for flag football (2), soccer (1), rugby (1), and lacrosse (1). Demolition will be funded by a portion of the insurance proceeds already received and is requested now so the site can be prepared for these fields.
A fundraising effort is underway to construct an Alumni Welcome and Conference Center across Pearl Avenue on land adjacent to the Fox River by the University of Wisconsin Oshkosh Foundation. The Alumni Welcome and Conference Center will recreate meeting rooms lost and house the offices of the foundation and Alumni Affairs. Because the insurance value was based on repair and renovation of River Commons, the funds not utilized on the demolition will be expended toward a condominium agreement with the foundation for the meeting rooms within that facility, as well as renovation of the Gruenhagen Conference Center to meet the programmatic needs for the Department of Corrections Training Program. Residence Life offices, maintenance, and some support functions have been integrated into other facilities across the UW-Oshkosh campus.
River Commons is listed in the Wisconsin Architecture and History Inventory as eligible for future listing on the National Register of Historic Places. The UW System Historic Preservation officer is working with the Wisconsin Historical Society (WHS) to meet the historic preservation requirements set forth in s. 44.40, Wis. Stats.
Regent Drew asked what was the total amount of the insurance settlement, Miller answered approximately $3.1 million and about half of that amount was received at the time of the damage and the remainder is being held by the insurance company until the replacement space is constructed.
Regent Bartell asked if the second half of the insurance amount will be held indefinitely. Miller responded that the Department of Administration risk management department is in communication with the underwriter about the time frame and what will determine the timeframe. It is clear that it will not be held indefinitely.
Regent Drew asked if there was a structure near the fields by Pearl Avenue. Vice Chancellor for Administrative Services Tom Sonnleitner answered the River Center and a parking lot are the only things near the fields by Pearl Avenue. Miller added the referenced drawing is from the master plan which included some seating around the field.
Upon the motion of Regent Drew and the second of Regent Manydeeds, the Committee approved Resolution I.3.d.
That, upon the recommendation of the UW-Oshkosh Chancellor and the President of the University of Wisconsin System, authority be granted to demolish the River Commons building, which is located at 632 Pearl Avenue on the UW-Oshkosh campus, for a total estimated cost of $693,000 Insurance Funds.
I.3.e. UW-Platteville: Authority to Increase the Budget of the Porter Hall Renovation Project
This item requested authority to increase the budget of the Porter Residence Hall Renovation project by $150,000 Program Revenue Supported Borrowing for a revised total project cost of $4,926,000 Program Revenue Supported Borrowing.
This project will renovate Porter Residence Hall (54,445 GSF) on the UW-Platteville campus. Porter Hall comprises a total of 265 beds, which will receive new windows, plus mechanical, electrical, plumbing, accessibility, shower room upgrades, and exterior site grading to correct storm water drainage problems.
This project is the first in a series of residence hall renovations projects at UW-Platteville. Porter Hall, which was constructed in 1965, is a four-story rectangular shaped building with a four foot high offset between the east and west wings. It contains 265 beds in block style corridors with centrally located restrooms on each wing. The campus presently manages nine four-story traditional residence halls with 2,322 beds and one six-story suite-style residence hall with 380 beds. All were constructed between 1961 and 1968 with the exception of the suite-style hall, which was constructed in 2006. Updates to the resident rooms were limited to the installation of carpet, data wiring (1993), and repainting.
Bids for this project were opened January 24, 2012. The lowest base bid combined with the direct digital control and asbestos abatement bids exceeded the approved amount by more than $150,000. The project is scheduled to be constructed this summer.
Regent Bartell asked if it was unusual for bids to come in higher. Miller stated that it is not unusual and that bids seem to be edging upward in recent months.
Upon the motion of Regent Drew and the second of Regent Walsh, the Committee approved Resolution I.3.e.
That, upon the recommendation of the UW-Platteville Chancellor and the President of the University of Wisconsin System, authority be granted to increase the budget of the Porter Residence Hall Renovation project by $150,000 Program Revenue Supported Borrowing for a revised total project cost of $4,926,000 Program Revenue Supported Borrowing.
I.3.f. UW-Platteville: Authority to Transfer a 0.374 Acre Parcel of Board of Regents-Owned Land
This item requested authority to transfer 0.374 acres of undeveloped Board of Regents-owned land to the adjacent private property owner.
This action will resolve a substantiated claim of adverse possession, through the proposed transfer of 0.374 acres of undeveloped, rural Board of Regents-owned land located at 18600 West Mound Road, Town of Belmont, Lafayette County, to adjacent property owner Mrs. Esther Mootz. The Mootz property is located at 29978 County Road B, Town of Belmont. The fair market value of the 0.374 acres is less than $3,000. There will be no compensation to the Board of Regents or the campus for the transfer. The recipient of the transfer is to pay the transfer tax and the recording fee.
The 0.374-acre parcel that is proposed for transfer is a fraction of the Board of Regents-owned 90-acre Platteville Mound property, which is located four miles east of the main campus. The Board of Regents acquired the 90-acre Platteville Mound property in 1959, and the campus has used and maintained the property ever since as an outdoor environmental learning laboratory and recreation space. The 0.374-acre transfer does not impact the functionality or accessibility of the remaining Board of Regents property.
The legal description of the 0.374 acres to be transferred is identified in the project request document.
In November 2010, the UW System Legal Counsel, and the UW-Platteville campus were contacted by Johnson, Kranz, and McDaniel, Attorneys at Law, representing Mrs. Esther Mootz. Through the process of completing the estate of Mr. Don Mootz and transferring the residence to Mrs. Esther Mootz, a survey discovered that a small portion of the Mootz garden and yard was not included in the Mootz property description. The record title of this small portion of property is the Board of Regents, as described in the legal description above.
The basis for the claim for adverse possession is that the 0.374 acre parcel was believed by the Mootzes to be part of the Mootz property; it had been used by Mrs. Mootz as a garden; and was mowed and fenced for many years. This belief is substantiated by a section of fence that the campus located and constructed in 1959, which was maintained since by the campus, and remains in place today. The 1959 fence location is now understood by the campus and UW System Legal Counsel as a mistake, since it was not constructed on the true property boundary. The transfer of the 0.374 acres to Mrs. Esther Mootz will correct this mistake.
Upon the motion of Regent Walsh and the second of Regent Drew, the Committee approved Resolution I.3.f.
That, upon the recommendation of the UW-Platteville Chancellor and the President of the University of Wisconsin System, authority be granted to transfer 0.374 acres of undeveloped Board of Regents-owned land to the adjacent private property owner.
I.3.g. UW-Superior: Approval of the Design Report and Authority to Construct the Ross and Hawkes Halls Renovation Project
This item requested approval of the Design Report and authority to construct the Ross and Hawkes Halls Renovation project for a total cost of $15,276,000 Program Revenue Supported Borrowing.
The Ross and Hawkes Residence Halls Renovation project will replace failing mechanical systems and infrastructure in the two existing four-story plus basement residence halls. The project will provide a total of 440 student beds in a mix of 112 single rooms, 118 double rooms, 22 suites, and two staff apartments. The new construction of this project consists of a single level link with basement that will serve as a lounge and program space that will join Ross and Hawkes halls.
Work in 39,225 square feet of Hawkes Hall will include replacement of exterior windows, doors, and roof system. Interior work will include constructing new bathrooms; developing common areas with lounges, kitchens, study rooms, and laundries; updating existing traditional rooms; and remodeling of some rooms to provide semi-suite style spaces. The basement space will be renovated to accommodate program space and storage. Mechanical equipment will be replaced, plumbing associated with resident bathrooms will be replaced, and electrical work will be conducted as needed to support the project scope. An automatic sprinkler system will be installed, hazardous materials will be abated, and the building will be brought up to current Americans with Disabilities Act (ADA) standards.
Work in 40,403 square feet of Ross Hall will be very similar to that proposed for Hawkes Hall, with the exception that the garden level space be air conditioned. A new elevator will be installed that accesses all floors of the building and the link. The 8,600 GSF link constructed between the two buildings will serve as the primary entrance into the combined facility, a central reception and gathering space, and a control/security point for the buildings.
Site work will include developing a vehicular drop-off area, enhanced walks, landscaping, and a trash enclosure area. The existing surface parking lots will be reconstructed and expanded to provide 351 parking stalls to serve Ross and Hawkes halls and the recreational complex to the south.
The proposed renovation and parking project will provide the needed building upgrades and residential amenities sought by current and prospective students. The newly renovated halls will provide an increase from 336 beds to approximately 440 beds. The renovations will support summer programs which generate an increased demand for summer housing.
Ross and Hawkes halls were constructed in 1967, as nearly identical four-story plus basement traditional student residence halls, each consisting of approximately 61,000 GSF. They are located side-by-side approximately five blocks south of the main campus, and each was originally designed to accommodate 336 students in double rooms. Minimal amenity and common space was provided in the basements. During the past 20 years, some minor remodeling has occurred in Ross and Hawkes Halls. An elevator was added to Hawkes Hall in 1989 to serve all floors, but the current mechanical, plumbing, and electrical systems are original.
Regent Bartell asked if the campus is gaining total beds as a result of the project. Miller affirmed that the campus will gain approximately 440 beds and stated that these added residence hall units will be self-funded by students using them and not cause an increase in housing rates.
Regent Roberts inquired as to the market for the added rooms. Miller stated the campus completed a market study and considered a number of alterntives inlcuidng private housing that found this renovation to be most cost effective and at a price that will meet student demand.
Upon the motion of Regent Manydeeds and the second of Regent Drew, the Committee approved Resolution I.3.g.
That, upon the recommendation of the of the UW-Superior Chancellor and the President of the University of Wisconsin System, the Design Report be approved and authority be granted to construct the Ross and Hawkes Halls Renovation project for a total cost of $15,276,000 Program Revenue Supported Borrowing.
I.3.h. UW-Whitewater: Approval of the Design Report of the Drumlin Dining Hall Remodeling Project and Authority to Increase the Budget and Construct the Project
This item requested approval of the Design Report of the Drumlin Dining Hall Remodeling project and authority to increase the budget by $673,000 Program Revenue-Cash and construct the project for a total cost of $5,300,000 ($4,627,000 Program Revenue Supported Borrowing and $673,000 Program Revenue-Cash.)
This project will remodel the Drumlin Dining Hall (33,407 GSF), which was constructed in 1965, and serves student residents on the west side of the UW-Whitewater campus. The project will replace food service equipment, exterior windows, and outdated HVAC equipment as it converts the current food court style serving area into an all-you-care-to-eat style dining facility. The current kitchen and seating areas will be remodeled and new food service equipment will be added as needed for the new format.
Plumbing upgradeswill include fire sprinklering throughout, and new sanitary drain waste and vent systems for all plumbing fixtures. The electrical system will receive a new 100kw generator, switch gear, updated wiring, new light fixtures, and controls.
In the spring of 2011, a design firm was selected to develop the scope of this project. At that time, it was discovered that the previous budget underestimated the cost to address all the mechanical, electrical, and plumbing issues. Other scope items that were not previously addressed include the new electrical generator, the total replacement of the plumbing system, and the electrical distribution system upgrades.
Upon the motion of Regent Walsh and the second of Regent Drew the Committee approved Resolution I.3.h.
That, upon the recommendation of the UW-Whitewater Chancellor and the President of the University of Wisconsin System, the Design Report of the Drumlin Dining Hall Remodeling project be approved and authority be granted to increase the budget by $673,000 Program Revenue-Cash and construct the project for a total cost of $5,300,000 ($4,627,000 Program Revenue Supported Borrowing and $673,000 Program Revenue-Cash.)
I.3.i. UW System: Authority to Construct All Agency Maintenance and Repair Projects
This item requested authority to construct various maintenance and repair projects at an estimated total cost of $15,775,400 ($12,029,500 General Fund Supported Borrowing; $2,143,500 Program Revenue Supported Borrowing; and $1,602,400 Program Revenue-Cash).
Facilities Maintenance and Repair Requests
MIL - Northwest Quadrant Multi-Building Elevator Renovation, Phase I ($2,914,000): This project will replace six traction passenger elevators in Building B and three traction passenger elevators in Building D to reduce repairs, improve reliability, and reduce energy use. Building B work includes replacement of all elevator components of the three Orange Bank nine-stop traction passenger elevator cars #5, #6, and #7 and the three Yellow Bank nine-stop traction passenger elevator cars #8, #9, and #10. Building D work includes replacement of all elevator components of the three Green Bank eleven-stop traction passenger elevator cars #18, #19, and #20.
Health, Safety, and Environmental Protection
EAU - Campus Fire Alarm System Renovation ($2,247,100): This project installs new fire alarm systems in two maintenance and utility buildings (62,924 GSF), upgrades the fire alarm systems in 14 academic buildings and 8 residence halls (2,250,441 GSF), and installs new public address systems in two residence halls (68,421 GSF) to improve smoke and heat detection, provide central reporting and mass notification, provide additional audio/visual alarm signals to meet ADA code, and improve maintenance. The project will ensure greater security for building contents and improved occupant life safety.
Utilities Repair and Renovation Requests
MSN - Langdon Street Utility Tunnel Replacement ($4,758,000): This project replaces a brick utility tunnel and upgrades a concrete tunnel that is located between Science Hall and Memorial Library along Langdon Street. New compressed air (CA), high pressure steam (HPS), and pumped condensate return (PCR) lines will be installed in a new accessible concrete tunnel.
STP - Campus Fiber Optic Backbone Upgrade ($821,300): This project upgrades the campus network signal utility by installing a single mode fiber optic cable ring connecting all campus nodes to provide greater network capacity, increased network reliability, and fiber path redundancy. The project includes an initial comprehensive study of the current infrastructure, project intent, and proposed scope including proposed fiber optic cable pathway route for impacts to land use, utilities, walkways, and streets. The goal is to evaluate the proposed and possible alternate routes to minimize potential adverse impacts.
STP - Campus Primary Electric Switchgear Replacement ($2,693,000): This project replaces the campus primary electrical switchgear to provide additional distribution capacity and replace equipment that has reached the end of its useful life. Project work includes replacing the 15 KV primary electrical service equipment located adjacent to the Heating Plant. One line-up of exposed metal clad switchgear will be replaced by one line-up of metal clad switchgear in a sheltered aisle enclosure. The line-up will include compartments for one main, and ten feeder draw-out air magnetic or vacuum circuit breakers as well as an AC power transformer/panel, a DC control power supply, and metering. A new capacitor bank will be installed if utility bill savings can be realized. An emergency electrical circuit will be extended from the Heating Plant emergency distribution system to the switchgear to provide power for maintenance in an outage. A new brick screen wall will be constructed to enclose the switchgear yard.
SUP - Catlin Avenue Utility Pits 3A-8A Box Conduit Replacement ($2,342,000): This project replaces 1,220 LF of concrete box conduit containing steam and condensate return lines that serve all three buildings on the southern campus and constructs a new concrete box conduit and extends steam and condensate utility piping to connect to the Hawkes Hall and Ross Hall student residence halls. This will eliminate a condensate return line leak in the near term and replace a condensate return line that is beyond its service life for long-term reliability.
Regent Roberts asked what the North West Quadrant Multi-Building at UW-Milwaukee is currently being used for. Associate Vice Chancellor-Facilities, Planning and Management at UW Milwaukee Geoff Hurtado answered the campus children center is currently being relocated to this property and Building B is now being used for surge space as other academic buildings on campus are being renovated. Hurtado continued to state most of this space will be used for academic purposes with part of Building A being used for retail use.
Upon the motion of Regent Walsh and the second of Regent Manydeeds the Committee approved Resolution I.3.i.
- That, upon the recommendation of the President of the University of Wisconsin System, authority be granted to construct various maintenance and repair projects at an estimated total cost of $15,775,400 ($12,029,500 General Fund Supported Borrowing; $2,143,500 Program Revenue Supported Borrowing; and $1,602,400 Program Revenue-Cash).
I.3.j. Report of the Associate Vice President
Associate Vice President David Miller reported that the Building Commission approved about $84M for projects at its December meeting. The funding for those projects is comprised of approximately $11.5M General Fund Supported Borrowing, $57M Program Revenue and $15.5M Gift/Grant funds.
I.3.k. Closed session for purposes of considering personal histories, as permitted by s.19.85(1)(f), Wis. Stats., related to the naming of facilities at UW-Madison and UW-River Falls
Upon the motion of Regent Drew and the second of Regent Manydeeds, the Capital Planning and Budget Committee adjourned to closed session at 2:12 p.m. Regents Bartell, Manydeeds, Drew, Roberts and Walsh were present. Regent Pointer was absent.
The closed session concluded at 2:26 p.m., at which time the meeting was adjourned.
Upon the motion of Regent Walsh and the second of Regent Manydeeds, the Capital Planning and Budget Committee meeting was adjourned at 2:26p.m.