Capital Projects: PN924 Civic Center

1/12/2015

5/9/2016

The City entered into a purchase and sale agreement with the Silver Falls School District as a potential buyer in second position for the Eugene Field School property. The City was notified on July 7, 2017 that it had moved into first position for the property with a purchase price of $1,000,000.

​Staff began their initial 60-day due diligence period for evaluating the property. The City ordered a preliminary title report for the property.

Agenda Item 8.4

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The City notified the School District of seven exceptions on the title report that were unacceptable; the most notable being an unidentified sewer easement. On August 24, 2017, the City was notified that the easement affected a separate parcel that was no longer part of the property and agreed to remove it from their report.
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​A Phase I environmental assessment was scheduled with Terracon Consultants, Inc. in the sum of $2,500. Following concerns that there could be additional tanks on site, the City notified the School District of the intent to proceed with a Phase 2 assessment. The City contracted with Terracon Consultants, Inc. to conduct the Phase 2 evaluation in the sum of $8,800. The results determined that there was one underground heating oil tank on site which needed to be removed along with the surrounding soils.

​The City arranged for a hazardous materials survey of the property through Terracon Consultants, Inc. in the sum of $7,700. The assessment determined the presence of lead paint above the allowable levels in and on the structure as well as other hazardous materials such as asbestos. Public Works Department staff began the process of seeking qualified abatement contractors to get pricing for the necessary work to remediate the environmental concerns. Due to the excessive quantity and locality of lead paint, all attending abatement contractors denied the City’s request for lead abatement proposals.

Agenda Item 8.2

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The details of the due diligence work were presented to the City Council. Following public testimony and further discussion, the City Council directed staff to proceed with purchase of the property.

Agenda Item 3.1

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The City Manager executed the closing paperwork for the purchase of the property.

City Council held a work session to discuss the public process for the former Eugene Field School. Staff presented initial estimates for the abatement of hazardous materials identified on the site (asbestos and lead paint) as well as an underground heating oil storage tank. The initial estimate for the asbestos abatement was in the range of $150,000 and the estimate for the removal and abatement of the underground tank was in the range of $30,000.

​Staff advised the Council that due to excessive quantities of lead paint, they were unable to obtain bids for the lead abatement. Staff estimated that the demolition of the building would be approximately $300,000.

​Additional due diligence documentation was presented including a January 14, 2014 facility evaluation performed by ZCS Engineering, Inc. outlining the condition of the building.

​The Council determined that they would receive public comment on the demolition/deconstruction of the former school facility and surrounding buildings at two public meetings held in March and April, 2018.

Agenda Item 2.1

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The City Council agenda included an opportunity for public comment on the demolition/deconstruction of the former Eugene Field School. Written comments were also accepted through the City’s website.

Agenda Item 8.1

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The City Council agenda included an opportunity for public comment on the demolition/deconstruction of the former Eugene Field School. Written comments were also accepted through the City’s website.

​As of March 28, 2018 only one written comment had been submitted for the record. The Council received testimony from five members of the public at the meeting.

​Following public testimony, City Council directed staff to begin the process for demolition/deconstruction of the former Eugene Field School.

Agenda Item 8.4

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City staff applied for a Department of Land Conservation and Development- Transportation Growth Management Quick Response Grant to support redevelopment of the former Eugene Field School property in downtown Silverton.

The City was awarded a $35,000 Transportation and Growth Management Program Quick Response grant to support redevelopment of the former Eugene Field School property in downtown Silverton. The City will contribute $10,000 of the $35,000 toward the project that will consist of stakeholder meetings and public input to determine future uses at the site, including a Civic Center consisting of a new Police Station and City Hall.

City Council authorized the City Manager to enter into a contract with NorthStar CG, LP for asbestos abatement and underground storage tank (UST) decommissioning and removal in the sum of $144,171, including a 20% contingency, for a total of $173,005.

Agenda Item 7.2

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City staff is prepared bid documents for the demolition/deconstruction of the former Eugene Field School. The current engineering estimate is $300,000. The demolition/deconstruction contract will include clearing the site to grade of all structures; removing existing fencing; leaving existing trees; leaving existing asphalt; and leaving the historical hitching post. Staff may remove some items from the facility for potential sale, donation to non-profits, or to be used in the new Civic Center. The artist who created the mural on the exterior of the building indicated that she will replicate a smaller version for the Civic Center.

Staff participated in the selection of MIG; the consultant who will conduct the public outreach process from the DLCD TGM Quick Response Grant.

Asbestos abatement continued throughout the month. A Change Order to remove previously unquantified contaminated material was presented to City Council October 1st.

​In an effort to accommodate additional asbestos abatement work, considering initial feedback from potential contractors, and to simplify the bid documents; the bid was retracted and will be reposted mid-October. City Council will award a demolition/deconstruction contractor a contract November 5th. Project completion is anticipated early January 2019.

City Council approved additional expenses for the environmental abatement of asbestos and the removal of the underground storage tank in the amount of $201,206 to NorthStar, CG, LP and $15,000 to Terracon.

Change Order Asbestos Abatement

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The City entered into an intergovernmental agreement (IGA) with DLCD to manage the TGM Quick Response Grant with MIG to conduct the public outreach process. The total grant awarded was $36,000 and the City will not need to provide a $10,000 match.  

City Council authorized the City Manager to enter into a contract with Groat Bros, Inc. for the former Eugene Field demolition and deconstruction in the amount of $351,732. This includes the base contract amount of $283,110, bid alternates for items to be salvaged and delivered to the City in the amount of $10,000 for a total bid amount of $293,110 plus a 20% contingency. The salvaged items include wooden columns, metal columns, and wood beams.

Agenda Item 8.6

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On November 7, 2018 MIG did a tour of the site and surrounding area. The consultants met with City staff to identify considerations and needs. They also met with a stakeholder group from the Chamber of Commerce to gather input on what they thought should be considered during the site planning process. The consultants will meet with an additional five stakeholder groups in early December to gather more input. A community wide meeting will be held late January to gather input from the community as a whole.

City Council approved a change order for additional environmental abatement in the sum of $69,507, plus a 10 percent contingency, for a total of $76,458.

Agenda Item 7.4

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City staff received notification that Silverton was awarded a Brownfields Redevelopment Fund technical assistant grant in the amount of $60,000 to complete the removal and disposal of asbestos containing materials and lead-based paint containing materials. The grant will also help with the decommissioning, removal, and disposal of underground storage tanks on the site.

Demolition contractor, Groat Brothers, begins deconstruction and demolition of buildings. Target completion March 15, 2019.

The City and MIG hosted a Eugene Field Community Workshop to elicit community input on such topics as community values, existing physical conditions, redevelopment issues and the future vision for the Eugene Field site and design.

City Council reviewed four draft Eugene Field Commons concepts prepared by MIG and scheduled them to be discussed further at their May 20, 2019 Work Session.

R&R Tree Service is hired to evaluate the trees on the Eugene Field Site.

City Council reviewed the Eugene Field Site: Concept Plan at their July 15, 2019 meeting.

City issued a RFP for architectural services for design of the Silverton Police Facility, Municipal Court/Council Chambers and City Hall Facilities. 

The City entered into a contract with Mackenzie Engineering, Inc. in the amount of $467,879 for the design of the Silverton Police Facility, Municipal Court/Council Chambers, and City Hall.

Mackenzie Engineering, Inc. presented City Council with a project update during their May 18, 2020 Work Session.

Mackenzie Engineering, Inc. presented three site and massing options to City Council and discussed their plan for public outreach.

Mackenzie Engineering, Inc. presented the results from the community survey and cost estimates for the three design options. City Council authorized Mackenzie to move forward with the completion of a modified schematic design for site plan - option 2.

City Council approved the floor plan and the perspectives/elevations for the Silverton Police Facility, Municipal Court/Council Chambers, and City Hall.  City Council also approved the formation of the Civic Center Equity and Inclusion Task Force.

First meeting of the Civic Center Equity and Inclusion Task Force.

Mackenzie Engineering, Inc. presented updated floor plans and cost estimates to City Council. City Council authorized Mackenzie to move forward with the next phase of design development.

City Council and the Civic Center Equity and Inclusion Task Force held a Joint Work Session to discuss building redesign options and updated cost estimates.

Mackenzie Engineering, Inc. presented an updated cost estimate, site plan and floor plan. City Council approved moving forward with the updated plans pending the Design Team approval.

Mackenzie Engineering, Inc. presented an updated cost estimate based on their design development set. City Council approved staff to solicit funding up to $12,000,000 for the construction of the project and to proceed with the Design-Bid-Build (DBB) construction method.

The City Council authorized Mackenzie to undertake the next step in the design process at the April 5, 2021 Council Meeting that includes preparing the Construction Document, Building Permits, Bidding, and Construction Administration. The Construction Documents will detail everything in the building and how it will be constructed, from what kinds of door knobs will be installed to what types of screws are to be used. This will lead into the project receiving building permits and putting the project out to bid to hire a contractor to do the construction, which is anticipated to start in Spring 2022.

On June 8, 2021 the Planning Commission approved the design review with a variance for the new Civic Center building.

City Council views and considers the arborist report from R & R Tree Service on the status of the Douglas Fir and sequoia trees on the Eugene Field property.

City Council directs the City Manager to solicit bids for the construction of the Civic Center. City staff will advertise for bids on 12/14/2021 and 1/4/2022. The bid window will run for 6 weeks from the January advertisement date.

City Council authorized the City Manager to enter into an agreement with Design Sound Northwest to install audio visual equipment systems at the new Civic Center. 

Council authorized the City Manager to enter into an agreement with Day Wireless to relocate the police radio system to the new Civic Center building. 

Council voted to eliminate the crosswalk across A Street, east of Front Street and to approve crosswalks at A Street and Water Street, and across Water Street at the south side of A Street.

City Council voted to enter into a financing agreement with Government Capital for the construction of the new Civic Center, based on favorable terms and interest rate.