THE NEW ASHAROKEN VILLAGE HALL Presentation to Village Residents - - PowerPoint PPT Presentation

THE NEW ASHAROKEN VILLAGE HALL Presentation to Village Residents November 2014

AGENDA

To Review the Background of the Project To Provide a Summary of the Funds Available To Review the Most Recent Bids Received To Discuss the Due Diligence Performed To Discuss Why we Selected the Contractor To Discuss How the Village will Cover the Construction Costs

Purpose of the Presentation

BACKGROUND OF PROJECT

 Initially proposed to the BOT by Mel Ettinger during Kelly administration in August 2006  BOT agreed to proceed, providing all necessary funding would come from donations  Initial fundraising campaign commenced in December 2006  From December 2006 - February 2008 $171,000 in donations were received  Architectural plans were developed to renovate and expand Village Hall to a total space of 3,169 square feet  Project stalled due to insufficient funding and the change

• f Administration

 Total expenditure during Kelly administration was $3,000

Kelly Administration

BACKGROUND OF PROJECT CONTINUED

 In July 2008 the Irving administration began investigating building a new Village Hall and hired an architect  Architect created preliminary designs for a new building with a total of 4,510 square feet of space  From July 2008 - June 2012 the Village applied for Economic Stimulus Grants to cover the cost of the new building  Unfortunately the Village was unsuccessful in obtaining any of these Grants  The Project was stalled due to insufficient funding  In September of 2011 Hurricane Irene showed how vulnerable Village Hall is by nearly flooding it  Total expenditure during Irving administration was $14,000

Irving Administration

BACKGROUND OF PROJECT CONTINUED

 In July 2012 the Letica administration reactivated the project with a new committee headed by John Ross  At no cost to the Village, John Ross created a set of preliminary plans for a new Village Hall with 3,024 square feet of space  A second fundraising effort was started in September 2012  John Ross applied and received both the DEC and NYS Health Department Permits for the new building  In October 2012 Superstorm Sandy flooded Village Hall rendering the building unusable  The latest Fundraising Committee raised an additional $127,000 in donations from September 2012 - August 2013 providing the Village with a total of $298,000

Letica Administration

BACKGROUND OF PROJECT CONTINUED

 The Village applied for FEMA assistance and three (3) additional government grants  In Early 2014 Architect Victor Cuneo was hired to complete the plans and help prepare the detailed bid package  The Village received FEMA Assistance of $533,854 and two (2) Government Grants of $77,000  Initial bid package was Issued on July 7, 2014 and the responses received on July 25, 2014 were All Rejected  Second bid package with seven (7) alternatives was Issued on September 12, 2014 and the responses were received on October 8, 2014  Total expenditure to date during Letica administration is $16,540, including architect, survey and DEC permits

Letica Administration

FUNDING SUMMARY

Source Amount Donations from Residents $298,000 FEMA Assistance $533,854 Other Government Grants $77,000 Total Before Expenses Net of Interest $908,854 Total Expenses to Date

• $15,139

Total Funds Available from Funds Other than Taxes $893,715

Summary of Funds Available from sources other than taxes

NEW VILLAGE HALL

Front Rendering

NEW VILLAGE HALL

First Floor Plan

NEW VILLAGE HALL

Second Floor Plan

BID SUMMARY

Company Base Bid Base plus Selected Alternates Ravco Construction $866,000 $924,900 SJS Construction $1,199,736 $1,297,588 General Builders $1,188,066 $1,300,994

Three Lowest Bids Received from Qualified Bidders

RAVCO DUE DILIGENCE CONTINUED

Client Project Amount Completed Suffolk Community College Major Interior Renovation $994,900 Dec 2014 Cohalan Court Complex Interior Renovation and Site Work $656,000 2013 Brookhaven National Labs Various Projects Multi Year $1,530,000 2012 Levittown Public Library Major Interior Renovations $800,000 2011 Montauk Point Comfort Complete Building $640,000 2009 Buddhist Temple Complete Building $2,690,000 2008

Ravco Major Projects Prior Experience

RAVCO DUE DILIGENCE

 Mayor, 3 Trustees and the Committee interviewed Ralph Persaud, President of Ravco, on 2 separate occasions  All 6 Major Client References provided in Bid Package were extensively questioned via telephone Interviews  Ravco’s last 4 year’s financials were reviewed in detail  Ravco’s last 2 year’s corporate federal tax returns were reviewed in detail  2 Sites visits were conducted and clients were interviewed

Overview of process

RAVCO DUE DILIGENCE CONTINUED

 Both Clients were very satisfied with Ravco’s workmanship, their attention to detail and their professionalism  Levittown Public Library subsequently awarded Ravco a 2nd Contract

Site Visits Were Conducted to both the Buddhist Temple and the Levittown Public Library

Buddhist Temple Exterior Buddhist Temple Main Sanctuary Levittown Library Exterior Levittown Young Adult Addition

RAVCO DUE DILIGENCE CONTINUED

 Ravco stayed on budget  Ravco completed most work on schedule  Ravco is very capable of constructing complete building  All previous clients would use Ravco again for another Contract  All previous Clients were very pleased with Ravco’s workmanship  All of their clients felt that Ravco is responsible, cooperative, easy to work with and able to solve problems as they arise

Summary of Comments From Prior Clients

RAVCO DUE DILIGENCE CONTINUED

 Ravco has been in business for 20 years  Ravco is a family owned business with low overheads  Ravco’s low overheads usually have resulted in lower bids  Ravco is incorporated as Sub Chapter-S Corp  Ravco has never filed for bankruptcy or for reorganization  Mr. Persaud is a graduate civil engineer

Ravco Business Summary

RAVCO DUE DILIGENCE CONTINUED

 Ravco claims that they only bid on projects when they believe that they can be lowest bidder  Ravco only bids on government and municipal construction contracts  Ravco claims that they are very confident with our plans and detailed specifications  Ravco claims that they do not see any major potential areas for cost increases  Ravco claims that they can start project in approximately 2 weeks after contract is signed  Ravco anticipates approximately 6 months to complete

Ravco’s Position

RAVCO DUE DILIGENCE CONTINUED

 Mr. Persaud and Ravco enjoy a good reputation from their prior Clients  The Committee has not been able to find anything “negative” on the Internet or anywhere else regarding Ravco or Mr. Persaud personally  Mr. Persaud seems to be a very personable individual  Mr. Persaud seems to be very knowledgeable and fully understands our project

Board of Trustees & Committee feel extremely confident with the selection

BUDGET SUMMARY

Item Amount Ravco Construction Contract $924,900 Approximate Additional Fee to Architect $7,500 Possible Contingencies $100,000 Total Budgeted Costs $1,032,400

Summary of Construction Costs

BUDGET SUMMARY CONTINUED

Item Amount Ravco Construction Contract $924,900 Additional Fee To Architect $7,500 Total Committed Costs $932,400 Total Funds From Donations, FEMA & Grants $893,715 Known Funds Needed $38,685 Possible Contingencies $100,000 Total Possible Funds Needed $138,685 Where Can the Needed Funds Come From? Reserves Available

• Taxed Infrastructure (Y/E 5/2015)

$65,000

• Taxed Infrastructure (Y/E 5/2014)

$72,517

• Infrastructure Reserve Account (Y/E 5/2013)

$49,500

• Marine Reserve Account (Y/E 5/2012)

$61,500 Total Available Reserves $248,000

How the Village Will Cover Costs?

Village Has Sufficient Funds to Cover Cost of Project Including the Potential $100,000 Contingency

BUDGET SUMMARY CONTINUED

Item Amount FEMA 10% Local Cost Share Refund $59,317 Hazard Mitigation Grant For Windows and the New Generator $55,406 New Fundraising Campaign $ TBD

Potential Additional Funding Possibilities

We Thank You for Your Continued Support And Your Generous Contributions for this Project