City Council Agenda Packet 03-13-2017 SpecialAGENDA
CITY COUNCIL SPECIAL MEETING
MONTICELLO CITY COUNCIL
Monday, March 13, 2017 — 5:15 p.m.
Academy Room
AGENDA
1. Five Bugles Fire Study Presentation and Discussion
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February 15, 2017
Michael Mossey, Fire Chief
City of Monticello, MN
505 Walnut Street
Monticello, MN 55362
RE: Monticello Fire Department Facilities Study
Dear Chief Gilles,
Five Bugles Design respectfully submits the attached facilities study for the
Monticello Fire Department. It has been a pleasure working with you and your
department to develop the information contained herein.
We thank you and your staff for taking the time to meet with us and participate in
the effort of this study, the information provided that is specific to your department
and its specific challenges is invaluable to making this report a comprehensive
review of your existing facility, its current and future needs.
Please review the attached study and its details. We are available to answer any
questions you, your staff, and your community might have.
Sincerely,
Five Bugles Design
Michael Clark, AIA
Market Sector Leader
BaabM Plae Building D04 Suitc 204 Mailbox Z 800 Wisconsin Screcc Eau. Cl 54705 715:832.4 - FAX 715.514:1860
4715 Pilgrim Lane 1*l Mimxc poli! , UN 55442 a 612.M377d Fax 714.5.14.186D
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February 15, 2017
Michael Mossey, Fire Chief
City of Monticello, MN
505 Walnut Street
Monticello, MN 55362
RE: Monticello Fire Department Facilities Study
Dear Chief Gilles,
Five Bugles Design respectfully submits the attached facilities study for the
Monticello Fire Department. It has been a pleasure working with you and your
department to develop the information contained herein.
We thank you and your staff for taking the time to meet with us and participate in
the effort of this study, the information provided that is specific to your department
and its specific challenges is invaluable to making this report a comprehensive
review of your existing facility, its current and future needs.
Please review the attached study and its details. We are available to answer any
questions you, your staff, and your community might have.
Sincerely,
Five Bugles Design
Michael Clark, AIA
Market Sector Leader
BaabM Plae Building D04 Suitc 204 Mailbox Z 800 Wisconsin Screcc Eau. Cl 54705 715:832.4 - FAX 715.514:1860
4715 Pilgrim Lane 1*l Mimxc poli! , UN 55442 a 612.M377d Fax 714.5.14.186D
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$ INTRODUCTION
The Monticello Fire Department has been serving the community from the existing fire station at
j 303 West 6th Street in Monticello since approximately 1985. There has been growth in the
community and hence within the Fire Department in the past 30 years, and while there have been
some minor cosmetic and operations and maintenance type projects, there have not been any major
-- expansions or reconfigurations of the facility.
Interviews with the Fire Chief and the fire staff have developed the following basic pieces of
information as direction for the study.
• The current location is assumed to be optimal for the next several decades. Response time
is currently good. City growth is limited by a number of obstacles such as the Mississippi
River to the north, Highway 94 to the south and the nuclear power plant to the west. These
obstacles will present impediments to response no matter where the station would be
located and therefor would suggest satellite stations rather than a relocation of the fire
station.
• The existing ladder truck is scheduled for replacement in the coming years. The -planned
replacement vehicle will be larger than the current truck and will no longer fit in station.
j • Management and operations for the department have changed in the past 30 years. A single
office is no longer adequate for planning, recording, and record storage for the department.
• The department's equipment has exceeded the capacity of the facility and a number of
pieces of equipment are currently siting outside in trailers. Other equipment that is
seasonal in nature is stored off site.
• The department can foresee a time in the future when the consideration of a small
' complement of full-time staff, such as a fire chief, fire marshal or inspectors may become
advisable in order to retain staff, maintain service and effectively manage the department
given probable increases in equipment maintenance, training and reporting requirements.
The purpose of the study is to examine the department's current space needs and to plan for the
next several decades of fire service to the City of Monticello.
PROCESS
1 The Five Bugles Design team met with the fire department on a number of occasions. The Fire Chief
and staff provided detailed information regarding the age of the existing facility, and major
_J maintenance upgrades that have occurred over time. The Monticello Fire Department team also
provided information regarding current and future space needs. And finally Five Bugles Design's
` team of architects and planners reviewed the existing facility and recommended spaces and needs
that are considered best -practice in the fire industry.
The information we gathered was used by the team to develop an option for the expansion of the
j existing facility that solves those needs and issues that were uncovered. Square foot costs have
f
been assigned for recommended construction and those numbers have been inflated to include all
currently understood construction related costs including FF&E, technology, fees, inflation and
contingencies. All projection of construction costs are based on a projected construction start of
2017 since there in no current construction plan. Any future planning should assume a range of 3-
5% inflation on total project cost annually per year of delay.
1
MAJOR FINDINGS: Facilities
The following are some of the major findings of our review of the facility as well as the space needs
study.
1. The facility is in fairly good physical condition with no obvious physical deterioration
visible. Parking, drives, aprons and approaches all appear to be in relatively good condition.
It is reported that the singe makeup air unit in the apparatus bay is original and it is
uncertain if it is operational. The furnaces that serve the office areas were replaced in the
past 10 years and remain in good condition.
• It should be noted that more economical mechanical equipment maybe available for
the facility that would reduce operational costs.
• An additional concern is the sloped roof structure. Several options for smaller
additions at the current office/training location were investigated but invariably
failed due to a need to revise roof structures above the existing apparatus bay.
2. There are several Americans with Disability Act Code violations, specifically in bathroom
and shower areas that will need to be corrected if a major expansion or renovation is
required.
3. The facility is crowded with all apparatus bays full and equipment parked at 90 degrees to
travel paths. Two trailers are parked outside. Mechanical rooms are used for record and
equipment storage. All officers share a single office.
4. Training options are mixed. The classroom type training space is in good condition and
allows for a variety of audio and visual presentations. Physical training and operations
training are limited and there is no fitness training. A small training tower exists, but is
limited in its usefulness. Important training such as extraction, search and rescue, confined
space, standpipe and fire protection system practice must all be performed off site.
S. There are several concerning practices that the design of the existing facility requires.
While not specifically code violations, the following are NOT considered 'best practice'
operational procedures today:
• There is no direct vehicle exhaust system. This allows carcinogenic contaminant to
build up in the air and settle on equipment and gear used on a regular basis by the
firefighters.
Turnout Gear is wall in ounted at the `back' of the apparatus bays. This puts the gear
in direct contact with the exhaust of the vehicles and can be dangerous when
donning or removing gear as vehicles are backed into their spaces after a call.
Equipment and gear decontamination spaces are generally located in the apparatus
bays; this negates some of the gains of the decontamination processes and puts this
activity in inappropriate locations meaning it gets used less than it should.
2
Project: Monticello Fire Department
Location: Monticello, MN Date: September 28, 2016
Floor
tngmes
45
x 16
720 i
1440
Ladder/Snorkel
90
x 16 =
1440
1440
Telesquirt
90
x
16
=
1440
0
r
'hescue Pumper
I 30
x
=
0
0
Boat/Trailer
i 30
x
16 _
480
Arson Unit
45
x ' 16 _
720
0
Utility/Pickup
22
x 16 _
352
704
Haz Mat Trailer
35
I x 16 _
560
0
Haz Mat-Diking/Booming
I 20
x 16 _
320
_
0
i
Portable Pump/Trailer
x
=
0
0
Snowmobile/ATV/Trailer
20
x 16
I =
320
0
Firefighter Rehab Unit
(
x
_
D
0
0
Tanker
45
x 16
=
720 j�1440
Command Vehicle
35
x 16 _
560
6 6 0
Portable Lighting
I 24
x 16 _
I
384
0
0
�2escue Squad
'
45
x 16 _
720
0
Brush Buggy #31
' 24
x 16 _
384
0
Mass Casualty
24
x 16 _
384
0
0
Decon/Cleanup - homeland
I 20
16
320
10
Vehicle Maintenance Bay '
40
x 16 I
=
I 640
0
0
Wash Bay
70
x
0
0
0
Portable air and light unit
24
x 16 =
384
0
i
EMS Command Vehicle
x =
0
0
0
Ambulance
50
x 16 _
800
0
0
Mass Casualty Trailer
x =
0 I
0
0
Phsyc Unit
25
x 1 16 =
400
0
0
Total 1
4,981
7.984
1,597
9,581
Existing Equipment
MUElFuture
Equipment
See also Training for other Apparatus and Large Equipment
Table (Ft)
7,984
NumberofBaysl
3 4 FS
6
7 1
8
erlgth
4600 6240 7880
9120
10560
12000
CD
I
: 1
6400 6320 10240
12160
1408D
16000
Q
8000 I 10400 112800
15200 I
17600
20000
21,625
Apparatus Floor'lbtai
Overall Space Estimate (Ft`)
___
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1 3
Project: Monticello Fire Department
Location: Monticello, MN Date: September 28, 2016
Protective Gear Locker
240
2
x
4
Dirty Restroom
25
8
x
8
Hose/Training Tower
72
30
x
20
Mezzanine
288
80
x
20
Detached garage
300
1
x
_ 96 I
Walk-in med checked space
6
x
8
K-9 spaces
1
6
x
8
Work Room/SCBA
96
8
x
11
SCBA Clean and Fill Room
8
x
12
Hose Dryer
0
x
1
Commercial Laundry Room
15
10
x
10
Vehicle Maintenance Room
111
10
x
12
EMS Report Writing
'
8
I x I
12
EMS Storage
8
x
20
Regulated Storage
6
x
6
Bio Hazard Control
6
x
6
Janitors Closet
113 '
6
x
4
Equipment Decon
8
x
10
Total I 1260
Su
= 8
35
belt-contamea space wan ventnatior
= 64
1
= 600
1
Some training/
= 1000
1
Access issues/training
_ 0
0
1 bay of City building (trailer, misc.)
_ 48
0
_ 48
0
_ 88
1
Too small -replace and repurpose
_ 96 I
1
= 0
0
Hanging in tower
= 100
1
Replace and repurpose
_ 120
1
Replace and repurpose
_ 96
0
= 160
0
36
I
0
36
0
= 24
1
= 80
0
Stair, smokable, repelling
l 2,846 1 Apparatus Suppod Total (Ft) I
._U_ifitmgiD04,Sutter.962� OWisfonsiis t %plObox2.1"r5atr alaiYe„4r'JI”54703 775532': 8`4ti�,ftryliuglcsde5igrn om;
4
Project: Monticello Fire Department
Location: Monticello, MN Date: September 28, 2016
Training Office
Training Room
'Draining Storage (equip)
Table and Chair Storage
Exercise/Wellness Room
Kitchenette
POC Shower/Locker Room
POC Shower/Toilets
APPARATUS & EQUIPMENT
Mobile Live Burn Trlr (MLFTU)
Mobile Training Tower (MTT)
Ventilation Trlr (Vent)
Driving Simulator (Driving)
Training 1 (Semi)
Training 2 (Semi)
Survive Alive Trailer
Suburban (chief 3)
Pick up (Rehab)
Pick up -104
Portable lighting
Boat and Trailer
Snowmobile/ATV/Trailer
Total
12
987 30
20
I 10
15
95 16
245 20
8
60
60
40
40
30
30
40
24
24
24
24
35
16
x 12
X
50
x 20
x 12
x 30
X 12
X 15
I x 10
Training
144 1
= 1500 1
{ 400 I 1
= 120
1
= 450
1
= 192
1
300
1
80
0
960
960
640
640
480
480
640
384
384
384
384
560
256
0
0
0
0
0
0
0
0
0
0
0
0
0
Bay
45 people
Current at Farm house
Current Eisele
Update
Update
3882.5
Includes efficiency ratio
0
Includes efficiency ratio
Total
SiaaTe Toff 00 -WR nsit7 SEr Nfaslfiort2 E`a�CI'aire, llf 47f1 1795.832.434E
5
Project: Monticello Fire Department
Location: Monticello, MN Date: September 28, 2016
Administration/Office Spaces
Fire Chief
146
20
x
12
Inspector/Fire Marshal
1
16
x
12
Evidence Storage
6
x
8
Officers Office
shared
16
x
12
Battalion Chiefs
30
x
10
Sleeping Room
1
10
x
13
Toilet shower
8
x
10
Captains Office
1
20
x
12
Aub Ed Office
14
x
12
Pub Ed Storage
0
6
x
8
StudyMfork Area
I
8
x
10
Resource Library
i
2
x
10
Administrative Assist. Office
16
x
12
Dation Dispatch Office
46
16
x
12
POC Staging Area
I
8
x
12
Future
1
16
x
10
Conference Room
20
x
20
Communications/ IT
10
x
20
Record/Report Storage
47
8
x
10
Misc. Office Supplies
I
4
x
6
General StorageI
e
x
10
New Gear and Uniform Storages
8
x
16
Elevator
10
x
20
Public Toilets
10
x
14
Janitors Closet
I
6
x
4
Entrance Vestibule
20
x
20
Stairs
I
24
x
10
Law Enforcement Office
i
10
x
12
Historic Display
20
x
40
Other
I I
x
Ixl
239
192
48
192
300
130
80
240
168
48
80
20
192
192
96
160
400
200
80
24
80
128
200
140
24
400
240
120
800
0
0
1
Current is one office for all officers
0
0
1
3 shared spaces
0
0
0
0
0
One of officers above
1
Closet in office spce
0
1
+ Closet in office space
0
Will ulilize City staff
1
Current is 4 x 4 ... update
0
0
0
Shared in training room
1
Update
1
Currently in furnace room
1
1
0
0
0
0
0
0
1
Office and break w/ own entrance
1
1929 truck 25 plus feet, display space
1 4495 1 Admini�t�rationl0i fce Spaces Total SFt`) I
NOTES:
Fire Chiefs office is sized for an executive desk/credenza with separate table with seating for up to 4.
6
Project: Monticello Fire Department
Location: Monticello, MN Date: September 28, 2016
Day Room
Kitchen
Pantry
Dining for 8-12
Bedroom
Restrooms/Showers
POC Shower/Locker Room
POC Shower/Toilets
Linen Closet
Supply Closet
kesidential Laundry
Janitor's Closet
L —
20
20
8
20
10
8
20
8
6
4
8
6
Quarters
x
15
_
300
x
15
_ 300
x
8
_ 64
x
15
= 300
X
13
= 1130
x
10
= 80
x
I
15 _
300
x
10 =
80
x
8 =
I 48
x
5
=
20
x
10
I
80
X
6 =
36
0
0
0
a
0
0
0
0
0
0
0
0
0 Living Qfi'irte PS Spaces Total (Ft`)
— --
fir
W) 00 : a c iAko. a v(� u fl-e-o.A'
7
Project: Monticello Fire Department
Location: Monticello, MN Date: September 28, 2016
EMS Staff Parking
Public Parking
Other Parking needs
Fire Apparatus Apron x
EMS Apparatus Apron
Outdoor Training
Outdoor Patio
Enclosed Dumpster
External Generator
Storm Water Treatment
Heliport Pad
Extrication pavement
Other
Other
Other
Otherl
I
I
I
I
I
I
I
f
Site
0
0 shared with City Hall
0
0
0 Vehicle extraction space
0
0 --
0 17 KW new
0
0
0
8
Project: Monticello Fire Department
Location: Monticello, MN Date: September 28, 2016
Totals Pro)oosed Existing
• • ° 9,581
4,981
Apparatus ' ' ' 2,846 1,260
Jraining 3,883 1,327
�'Administration2,495 239
•Qua,rters 0
'Trainin•: - Tempered 0 0
Station Footprint (Ft2) Sub Total
Infrastructure (M S E) Space Factor 15%
TOTAL PROGRAM SPACE REQUIRMENT 8,25al
Apparatus Bays
1. Center to Center on existing bays is smaller than recommended
Apparatus Support
1. 1000 SF Mezzanine
Training
1. 900 SF Fitness Room
Administration
1. 800 SF Historic Display
aBuilding 001, Suite 302 S'00'Nisconsin St, Nflailbox 2 ) Eau Claire, N!i 54703 j 716,BS2.4,8,48 j tivebugies lesi 1n.com
9
j
r�
MAJOR FINDINGS: Space Needs
The following issues were uncovered by the space needs portion of the study, were discussed with
' the team and used to inform the attached planning study.
A space programming effort was led by Five Bugles. This effort examined in detail the needs of each
' of the five areas of major activities generally found in all fire departments: Apparatus Bays,
Apparatus Support, Administration, Training and Living Quarters. A detailed breakdown of these
spaces is included at the back of the report, however the space needs can be summarized as follows:
SPACE
EXISTING AREA
20 YR NEED
Apparatus Bays
4,981 SF
9,581 SF
Apparatus Support (
1,260 SF
2,846 SF
Administration
1,327 SF
4,445 SF
Training
239 SF
2,495 SF
Living Quarters
0 SF
0 SF
Mechanical and Elect. spaces
Included above
2,905 SF
Totals
8,250
22,272 SF
*Living Quarters are not anticipated in
the current long term plan for the department, but it was
considered prudent to plan for future additional space should it become necessary.
' The space needs study projecting the 20 year need essentially compares the spaces of the existing facility
against what a new facility would include. This methodology allows us to compare the cost of additions and
jremodeling against the cost to replace the facility. This will be covered in the Cost section of the report
A few additional comments on the above numbers:
1. A mechanical mezzanine of 1000 SF is included in the twenty year need as inexpensive space for
mechanical rooms and training space.
2. The 4,500 square foot difference between existing and new apparatus bays reflects the larger size
apparatus bays today versus what was considered the norm 30 years ago.
Some observations regarding these numbers includes:
• Office space is severely lacking in the existing facility. Reporting, training and record
keeping requirements have increased in the past 30 years and it is expected to continue to
grow over the next 20 years. Adequate space for planning and record keeping should be
planned into any future facility.
s
• Apparatus bays are not wide enough, too short and are all single entrance, back -in type with
i the exception of the one drive through for the ladder truck. Newer fire trucks have multiple
1 side operated pumps, doors and compartments that must be opened, restocked or supplies
checked at the station. Drive through bays reduce the amount of backing into station as
well as provide for a more immediate response profile for first and second line equipment
than the current station allows. Any new apparatus bays should be designed for drive
through capacity and should be wide enough for two adjacent fire trucks to have side
_.� opening doors open simultaneously.
10
Decontamination equipment is not provided adequate space and is currently located in the
apparatus bay—adding to the contamination of the decontamination equipment.
Consolidate this equipment into an enclosed and ventilated space.
Gear is located in the apparatus bay. This leads to lack of proper ventilation for drying and
subjects it to harsh, contaminated exhaust fumes shortening the life span of this expensive
gear. If possible place turn out gear in a separate, well ventilated space.
The facility lacks adequate training space for required physical types of training such as
search and rescue, confined space, and other related exercises. Seek out inexpensive ways
to add training opportunities to any newly constructed facilities.
In summation the Space Needs portion of the work would indicate a need for a new facility at
approximately 22, 272 square feet. This is comparable with facilities for similar sized departments
in this region.
Conversely an addition of approximately 14,000 square feet would provide the required square
footage as detailed above. Corrections of approximately 2000 SF can be made to account for reuse
of smaller than normal apparatus bays and other spaces in an addition and remodeling scenario.
Therefore an anticipated size addition size of 12,000 gross square feet should be considered.
11
_A
PROPOSED DESIGN SOLUTION
Working together with the Department our team developed several potential solutions to the space
needs discrepancies that are detailed in the previous section. The results of those options are NOT
presented here as they were considered failed attempts to solve the Departments long term needs.
Those options that failed include:
• A small office expansion with two additional drive through bays. This option was
considered feasible but only solved the department's needs for today. It did not take into
consideration long term needs, did not resolve safety issues related to gear storage and
decontamination, would curtail any future additions to the facility and did not allow for
required parking.
• Major reconstruction of the office area to add adequate space for all issues and addition of
two bays. This solution failed mostly due to the configuration of the existing roof. A major
expansion on the north side of the building would require rebuilding the entire roof
structure including that over the apparatus bays. This added cost and work was deemed to
be a poor investment if other solutions could be found.
• Solutions were explored that tried to avoid impacting the Eisley building that shares the
Fire Station lot. No solutions were found that could provide adequate parking on the site,
meet the space needs and NOT call for the demolition of the Eisley building.
At the end of this section of the report is a schematic plan with the proposed facility solution. The
proposed solution detailed here provides the following benefits over others studied and will meet
the needs of the department for an additional 20 years.
1. Space is added as an addition versus building with substantial savings by reusing existing
functional infrastructure.
2. Contiguous space is provided for turn out gear and decontamination processes. This will
allow for the space to be adequately and separately vented from the apparatus bay and
insure longer lasting, healthier gear for the fire fighters.
3. An enlarged office component is provided that provides the increased space required as a
y contiguous component that will aid in planning, record keeping and overall management of
the department. It will also serve well if the department ever considers a full time fire chief
d or other staff.
l 4. An enhanced training element is added that includes a larger training room, expanded
training tower and open space on a mezzanine for enhanced physical training elements
such as confined space and search and rescue.
S. The training room will be available to the pubic without impacting fire operations. It will
also be large enough to host regional trainings that could be used as a revenue source for
the department.
6. The existing training room will be repurposed to display the department's historic truck as
- ; well as to serve as expanded training space for the department.
12
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13
---------------------------- --13 i
14
ESTIMATES OF PROBABLE COSTS
Following this section is an estimate of probable costs for construction of the recommended
solution that has been detailed in other sections of the report. There are few things the City and
Department should consider in reviewing these costs:
• The costs are reflected in a low and high range due to the early nature of this work. It
should be anticipated that the final cost of the project will be somewhere between these
numbers.
• The low and high range of the costs is created by comparing the historical costs of fire
station development as tracked by Five Bugles Design and locally adjusted national costs as
published by Engineering News Record.
• The attached Statement of Probable Costs details construction costs plus all known or
anticipated project costs including Site Development, Building Construction, FF & E,
Technology, Contingencies and Professional Fees.
• The projected costs represent costs anticipated for 2017 construction. These numbers
should be inflated by 3-5% for each year construction is delayed.
Probable Cost Summary
Element I Low Range High Range
Site and Building $2,862,694 $2,973,013
Other Costs $869.228 $1,296,172
Total $3,731,922 ( $4,269,185
In comparison a new 22,625 square foot fire station on City owned property would likely cost
between $6,000,000 and $7,000,000 in total project cost.
15
Project: Monticello Fire Department
Location: Monticello, MN Date: 29 -Nov -16
Potential Costs
I Natural Gas Extentions
( I
$0
$0
15000 Demo
Storm Water
I
I
0
0
$15,000
Site Improvements (hardscape)
15%-20% of buil ing costs
$373,395
$509,252
$0
Sub Total
I
$373,395
$426,752
$15,000
CostsIll. Building Construction
RS Means (2014/2015)
10,850 $196.66
2.5-4%aFCosts $71,567
1 $118,921
$2,133,761
Building Only
Five Bugles Historic (2016)
10,850 $191.41
$2,076,799
Building Only
I Renovations
8,250 $50.00
$412,500
412500
Clean/Paint/Refurbish
Demolition of Eisele Building
I 1
$10,000
$15,000
Sub Total
$2,489,299
$2,546,261
IV. �urniture Fixtures and Equipment
FF&E
5-8% of Building Construction 1
$124,465 1
$203,701
Assumes mostly new
Apparatus
$0 I
$0
Others
I
$50,000
$90,000
vehicle exhaust
Sub Total
I
I
$174,465 j
$293,701
Technology
3-5% of Building
Construction 1
$74,67
$$127,313
Data systems, backbone, patch panels
Communcations
I 1 1
$0
$0
Radio, Tower, Repeaters, Etc
Audo Visna Equipment
lowance I
$10,000
$15,000
Relocate Existing+Same Additional
Sub Total
I
$84,679
$142,313
Inflation to mid -point of construction
3%-5% total construction costT
$93,655
$170,451
Assume spring of 2017 construction start
Owners Contingency
5% of total construction costs I
$160,775
$178,974
nforeseen Conditions, Owner Changes, E&
Sub Total
II I I
$254,430
$349,425
Architectural/Engineering
7-9% of Construction Costs 1 $239,086
I $sub,ulz
i Geotechnical Studies
1 $15,000
1 $25,000
Commissioning
$15,000
$35,000
1 LEED/Sustainability
$0
$0
Hazardous Materials
$0
$0
1 Testing and Inspections
$15,000
$25,000
Legal
2.5-4%aFCosts $71,567
1 $118,921
I
Sub -Total 1 $355,655
1 $510,733
16
Assumes no LEED requirement
During Construction
Cost of borrowing, Att. Fees, etc.
I
I
I
I
I
r
x
FIVE
BIUGI ES
I1a11burV I'lacc BUIldin,g D04
SUI) Wiscousin Strcct
Eau Clairc, ACI 54703
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Dlinncal»l.is, MN 33443
612.8-10.3773
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