The Town's Police Facility is currently operating in a leased space of approximately 6,312 square feet, which is comprised of 4,318 of finished space, and an additional 1,994 of vacant office space, which was leased by the Town in May 2021 for expansion of the police facility. The current lease agreement allows   the Town to request an extension for an additional five years, taking it to May 1, 2031.

The Town contracted with Moseley Architects to assist in the renovation by developing the schematic design and supporting the Town in the bidding process for a construction contractor, as well as support during the renovation construction process.

To meet the current and the near-term future needs of the Purcellville Police Department, renovations of the existing and new space are necessary to provide a secure and functional facility. The scope of the renovation includes the entirety of the leased space. The plan for the renovation addresses the inadequacies of the current facility.  The upgrades will provide a safe, efficient, and effective work environment, to include a secure lobby and a public restroom facility that is ADA compliant. The building will have a safe and secure interrogation room, a family and victim friendly interview/conference room, an efficient property and evidence area, a hardened armory, sufficient locker area for current staffing numbers, an officer wellness area, and sufficient storage for the multitude of equipment needed both by officers and administrative staff. The design plan provides the maximum efficient use of all available space. The design meets the needs of the Police Department for the next five to possibly nine-year operational period of the Purcellville Police Department, with a comfortable time period for the Town to advance on their plans to complete the build a permanent police facility by 2031.

The schematic design has been completed and the Police Department, with support of Engineering, Planning and Development, and Moseley Architects, is ready to move forward to begin the construction phase of this expansion/renovation. Based on the drawings prepared by Moseley Architects, the project was put out for bid.  On July 25, 2022, the bids were opened and read aloud in Council Chambers (copy attached). After review of the bids, Contour Construction was the lowest responsive bidder, with a bid of $1,272,014. This bid exceeds the amount currently appropriated for this project.

Staff is requesting $1,400,000 (10% contingency included to cover construction costs) for the facility renovation. Several funding options are provided for Council consideration:

1.    Fully Fund Renovation from Reserves - by appropriating $1.4 million from the Unassigned General Fund Reserves (will require a public hearing for consideration of budget amendments).

2.    Use ARPA for Public Safety Payroll and Use Associated Operating Budget Savings to Fund Renovation - defund the current ARPA funding appropriation of $800,000 for the Police Renovation; appropriating $1.4 million of ARPA Public Sector Revenue Loss for FY 2023 Police Department Payroll expense; thereby utilizing the associated FY 2023 operating budget savings to fund the renovation project.

3.    Fully Fund Renovation from ARPA - Use of existing APRA Public Sector Revenue Loss appropriation of $800,000 plus an additional appropriation of $600,000 of ARPA Public Sector Revenue Loss funding to support the $1.4 million renovation. (Not recommended)

Staff does not recommend ARPA funding be directly utilized for this project, due to the potential constraints related with the use of federal funding for a leasehold improvement.  As noted in option #2 above, staff proposes the use of ARPA Revenue Loss for Provision of Government Services category funding, in the amount of $1,400,000, be applied to FY 2023 Police Department Salaries.  The associated savings resulting from this allocation would be utilized for the renovation project.

This requested amount has been estimated to cover the costs of the construction for the renovation, without including furniture, fixtures and equipment (FFE) or technology. The FFE amount is estimated to be 10% of the project costs, or in this case: $120,000 and 2.5% for technology, which is estimated at: $30,000. It will be the team's focus to ensure strict adherence to all cost saving measures related to construction costs, to support all or a portion of the FFE and IT needs.  Should the need arise for additional funding to cover the FFE and technology a future budget amendment request will be made.

In 2005 it was determined the previous Town Hall location of 130 Main Street could no longer accommodate the Police Department because of space constraints for the Town's administrative operations. Because of this, the Town elected to lease space at 125 Hirst Road, Suite 7-A, with the expectation a new police facility would be built in the next five to ten years. Unfortunately, this did not occur, and the current space has been expanded twice, without satisfying security standards, ADA standards, space requirements, and the professional needs for police administration and operations.

On July 26, 2016, Action Item #10.b, was included on the Town Council Agenda. In this Staff Report Retired Town Manager, Mr. Rob Lohr, explained the dire need of a permanent police facility and was requesting funding to begin the design and site selection phase. Unfortunately, other priorities and debt management concerns postponed this request.

Further in the Wilson Elser Investigative Phase II Report (July, 2018) a recommendation was made to the Town that the police facility described as "deplorable''. needed a replacement.  The following was stated in the report:

Relocate to a more secure and functional facility to house police operations. The current facility is within a commercial strip mall which lacks the necessary prerequisites for a safe, secure, and functional police facility. We recommend a location that is more central to the Town, provides high visibility to community and visitors, allows for the safety and well-being of critical staff, has the infrastructure to secure equipment, resources, property, and evidence, and has the secure technology infrastructure commensurate with best practices.

In 2018, an intense study was conducted by Mr. John Anzivino and Chief McAlister in an attempt to locate an existing building or piece of land in town that would provide an appropriate site for a permanent police facility. After several months of studying this, no building was identified that would meet the needs for a modem and secure police structure. Two parcels of land have been identified as a possible location for a future build of a permanent facility. One option is located on the South side of Woodgrove High School (Allder School Road) and the second is Town Property on S. 20th Street, just north of the Basham Simms Water Treatment Plant.

Discussion was brought before the Town Council on August 11, 2020,  providing options to build a permanent facility or to increase and renovate the existing space and remain in a leased facility while decisions could be made on the most financially advantageous time to build. The decision was made to remain at 125 Hirst Road, lease additional space and renovate. The Town signed a new five-year lease agreement, which took effect May 1, 2021, which includes an expansion of the additional 1,994 square feet, which provides the Department with a total of 6,312 square feet. This lease agreement allows for a five-year extension at the request of the Town.

In the January 11, 2022, Council meeting a public hearing was held to determine the amount of funding the Town would put forth for the renovation project (copy attached). The decision was made to set aside $800,000 from the unassigned general fund reserves for FY22, with the assurance additional funding would be made available if needed.  It was further directed by Council to research the feasibility of utilizing ARPA revenue reduction funds.  

As the Town Council has made a five-year commitment to lease at the current address, which includes the additional space of 1,994 square feet, it is prudent to move forward with the renovation plans to ensure maximum utilization of this additional space, to create a safe, efficient and effective space to house the Purcellville Police Department.

Although this renovation does not meet the long term needs of the police department, as the structure of the building does not meet the safety ratings of a public safety facility, it will be an effective interim solution allowing Town Council and staff the time necessary to move forward in the planning of a permanent location which has been placed in the FY28 CIP.

A space and needs analysis by Moseley Architects determined that a building of 11,616 square feet would be needed to house a modern police facility structure, built with more substantial materials and standards, to withstand natural and manmade disasters and events, that will serve not only as a police facility, but also as the Town's Emergency Operations Center, and provide a public meeting space, meeting the needs of the community for the next 30 years. A detailed presentation was provided during the August 11, 2020 Town Council meeting articulating costs of both a renovation of additional space and a permanent structure.

If the Town Council decides not to move forward with this renovation, the police department will remain in an unsafe, cramped, inadequate and inefficient facility.

Moseley Architects was hired to assist with this renovation, and has value engineered a design for the renovation. The cost of this renovation had been estimated to be $800,000. Unfortunately, this cost has increased by approximately $475,000 because of supply chain issues and labor costs caused by the COVID-19 pandemic. The design has been engineered to utilize as many current walls, offices, and plumbing and electrical infrastructure as possible. Unfortunately, it is difficult to predict construction costs and interest rates with certainty, however, as we delay the renovation and/or new construction there is concern costs will increase.

1.    Fully Fund Renovation from Reserves:

“I move the Town Council direct staff to advertise a public hearing notice to increase the FY23 General Fund Budget by $1.4 million to fund the completion of the Police Facility Renovation project by use of cash reserves. Budget amendment(s) will be provided in a future staff report for consideration following the public hearing.”

OR

2.    Use ARPA for Public Safety Payroll and Use Associated Operating Budget Savings to Fund Renovation:

“I move the Town Council approve BA23-004 Option #2 to appropriate $ 1.4 million from the American Rescue Plan Act (ARPA) Public Sector Revenue Loss allocation for FY 2023 Public Safety Payroll and use the associated FY 2023 General Fund operating savings to fund the Police Facility Renovation.  Additionally, I move the Town Council approve BA23-004 Option #2 to defund $800,000 of the ARPA allocation to complete the Police Facility Renovation project and amend the Town’s ARPA spending plan accordingly.”

OR

3.    Fully Fund Renovation from ARPA:

“I move the Town Council approve BA23-004 Option #3 to appropriate an additional $600,000 from the American Rescue Plan Act (ARPA) Public Sector Revenue Loss allocation to complete the Police Facility Renovation project totaling $1.4 million, and amend the Town’s ARPA spending plan accordingly.”