Police Facility Project

 

Index

 Follow Up Q&A from the January 17, 2025

Q:    During the January 17th  PFAC meeting, Colliers reviewed their project schedule (see time stamp 46:50ish) and referenced a May, 2026 Town meeting for identifying the $1.1M work that would have been completed (assuming the article on the warrant is passed at the 2025 March town meeting) and, assuming the Town passes an article on the warrant for construction at the 2026 town meeting, that the building construction period would begin next May, 2026 (FY 2027) for 12 months.

Unless there is a plan to change the month New London holds its Town Meeting, does the Collier project plan still apply with a March town meeting date.  Can all the activity highlighted for the FY 2026 requested $1.1M and construction activities the following fiscal year occur given a March Town meeting and the availability of funds in July of each year (when the fiscal year begins)? 

Does Colliers' project timeline and cost escalation factors account for the activities necessary to secure the funds (e.g., Bond Bank loan application / processing) that would need to occur before the $1.1M work starts and the subsequent year construction can begin? 

A:   The Selectmen will use the 2 1/2 months from Town Meeting to July 1 to work with the PFAC to select vendors for the site and design work, and will close on the land purchase in July .Financing will be determined by the Selectmen as the year evolves - there is adequate cash flow to pay vendors until a financing decision is made. Timeline for steps beyond that appropriated next month will be determined as results of site and design evolve.

 Follow up to the November 7th question regarding the cost difference between category 3 and category 4 construction - Posted November 15, 2024

Q: The question for the November 7th posted answer quoted a reference on the cost impact associated with a category 4 vs 3 EOC (AKA dispatch center): " that "we can say that there will be significant cost increases."

Following up on the answer posted November 7th, please reconcile that answer to the reference made at the June 14th meeting, around time stamp 29 minutes 40 seconds ("From a technical, tower, radio, communications, I'm going to swag its probably 50% of your cost.").

For clarity, please separately identify the total costs for the proposed Dispatch Center (e.g., technical, tower, radio, communications and any other costs represented in the design that are specific to the dispatch center or are impacted by the existence of the dispatch center)?

A: Questions like the one above, that seek to substantiate conceptual numbers, are not answerable at this phase of the project. However, when a site is selected and a building program is established, i.e.: single floor or two-floor, etc., the consultants will be in a better position to evaluate the actual cost as opposed to the conceptual costs used during this phase of the planning. As examples, site elevation at ground may impact the height of the Tower; while a larger site may seem like it promotes a single-story, if there is significant ledge encountered during the site investigation phase it my lead us to a smaller footprint with a two-story, etc.

It is important to consider that this project is at such an early concept stage that the consultants cannot provide more specific, detailed costs, without more specific design and engineering information.

 Regarding the cost difference between category 3 and category 4 construction - Posted November 7, 2024

Q: Regarding the answer posted August 12th concerning the cost structure of an EOC (AKA Dispatch Center) designated Category 4, the plan currently identifies that space as Category 4, which was not known at the time of the question posted on August 12th. The answer on August 12th pointed out that a "Category 4 construction brings with it additional costs due to more stringent structural and mechanical/electrical systems requirements" and that "we can say that there will be significant cost increases." Please provide what the costs of that space are relative to the total costs.

A: Based on the current proposed single floor option presented for the Newport Road site, we would anticipate approximately $500,000.00 additional costs between a Cat. 3 Building and a Cat 4.

 Regarding the timeline of when estimated annual operating costs will be provided - Posted October 28, 2024, updated October 31, 2024 (two questions)

Q: Reviewing the response to the question on annual operating costs , there appears to be a dependency on construction documents and systems being finalized.  Will those documents be complete in time for an estimate to be included in the financial profile that will be shared with the community at the December community forum?

A: You are correct in the dependency between documents and systems being finalized. It is not possible to calculate the electrical loads or utility usage without knowing specifically what systems are being used. Those systems are selected during what is referred to as the Design Development Phase. This would require the Town contracting with the design team for full design and engineering documents. The range of those fees has been shared in the Opinion of Probable Cost. The design process for a project of this magnitude is 8 to 10 months. Based on that schedule the systems would be selected and an energy model created about 5-6 months into the design process. Keep in mind that as part of the Energy Model wall details, insulation, roofs, windows etc., all need to be designed as part of the building envelope used to calculate heating and cooling loads.

 

Q: If they will not be available for an estimate, can we expect that a guesstimate (based on all the previous work and experience of Colliers and LBA) can be made?

A: We are not in the business of guesstimates and I would hope that Colliers has instilled a confidence in the community that we are not guessing on your behalf. During the design process you will often hear the term EUI. Energy Usage Intensity is a goal that the community will need to set for the project based on the initial cost. We can spend more upfront dollars for higher efficiency systems and robust controls to lower our EUI. This is a balancing process that will require deep review and consideration. The most complex systems have a higher initial cost but may only reduce your total energy by a couple of percent. We do understand, as with many of our clients, managing operating costs and being good stewards of the environment are vitally important to gaining votes for the project. Specifically to New London, it makes sense that energy usage will be more efficient in a new facility however, bringing on an new facility with its larger square footage, site and other building maintenance requirements will require a significant annual operating budget.

(10/31/24 update) Note:  The Selectmen and Police Facilities Advisory Committee expect to include the Energy Committee to hear their recommendations on the best ways to realize optimum energy efficiencies in the police facility. 

 Regarding estimated annual operating costs for a new facility - Posted October 14, 2024

Q:   Will there be an estimate developed for the annual operating costs associated with the new building?

A: Yes, the development of operating costs are part of many projects. Annual operating costs for this type of project require almost a complete set of construction drawings. Producing an energy model and utilization cost consideration is given to wall assemblies, insulation ratings, heating and cooling systems, lighting systems and alike. The more specificity we have the more accurate the operating cost will be. Using energy bills from Whipple/Buker would really not be a prudent exercise with any validity considering the age of the equipment, construction assemblies of the existing building, wind/sun exposure etc…

 Regarding preliminary estimated costs vs detailed estimates - Posted October 10, 2024 (three questions)

Q: What is your professional experience as to the "swing" that a community can experience in a preliminary estimate and a more detailed estimate?

A: As the design process gets deeper and deeper into the details of a particular project it is not uncommon for a project moving from Concept Phase to Bid Ready Documents to swing as much as 20%. Given that we have no information on subsurface conditions such as ground water table, or depth of ledge to details and finishes of the building. During the design phase this becomes a balance act of cost, quality, and scope. As the unknowns are defined, we continually tighten that percentage. Ideally projects go to bid with 5% contingency.

Q: Will the estimate presented to the town be at a more detailed level or will there be a range for the cost that represents your view of what the low and high end of those potential details?

A: The initial High-low-probable budget had many unknowns as described above. At this time and moving forward we move away from the H-L-P budgeting as we determine square footage, one- or two-story building, site criteria and years of escalation. As a project moves from concept to Schematic Design and then Design Development and on to Construction Documents the estimate will become more and more detailed. Building Materials will be estimated based on linear feet or square feet depending on the material choices. During the more detail stages the evaluation will look at initial cost versus durability of alternate products. If you recall we recently discussed the choices of siding options and the difference between cementations siding to masonry veneers to painted “hardi-plank”. All have very different material costs, installation costs and maintenance costs. As indicated, this occurs throughout the design process.

Q: How much more time is necessary to deliver a "detailed'" cost level?

A: To provide more detailed cost estimates the project must be advanced through the design process. For a project of this size the full design from concept to bid ready documents would take about 9-11 months. Estimates are typically provided with each phase, Schematic Design, Design Development, Construction Documents. With each phase the estimates get more and more detailed as described above.

 Regarding wetland impacts - Posted October 3, 2024

Q:   At the last PFAC meeting, LBA referenced some data relative to the wetlands on the proposed site, commenting that the proposed location of the building, access, parking lots, etc. were "just under 10,000 disturbance" on the wetlands which was considered minor.  Major was considered to be 10,000 or more.

Can you please provide further clarity on minor and major?  Specifically:

  • What is the definition of minor and major?
  • What are the contributing factors that determine minor vs. major?
  • What are the implications to site approval and site development between minor and major?

A comment was also made about developing compensatory wetlands.  Can you describe:

  • What that is? 
  • When is it pursued? 
  • Is it a solution employed to bring a major category into a minor category?
  • What are the implications to site approval and site development of that?

A: From a higher level, as shown on the plan, minor impact is any wetland impact >3k sf to <10k impact. Anything larger is major. Env-Wt 407 goes into further detail on this.

In general, more impacts = more fees/more stringent permitting.  

NH Administrative Rules, Env-Wt Chapter 400 "Delineation and classification of Jurisdictional areas; classification of projects"

For compensatory wetland, these are providing new wetlands in place of the disturbed wetlands. The rates of replication are below. They range from 1.5 times to 15 times the size of the disturbance. I have not gone through a compensatory project in NH but our wetlands scientists have.

NH Administrative Rules, Env-Wt Chapter 800 "Compensatory wetlands"

Table 800-1: Minimum Compensatory Mitigation Ratios

 

 Regarding the security of the proposed Dispatch placement - Posted October 2, 2024

Q: On the block plan, Dispatch is outside the security zone, highly exposed.  When asked, the architect said that it needed to be located there and would be of hardened construction.

A: The floor plan reviewed, presented, and posted shows that the access door is within the secure corridor of the facility. The red dashed-line in the vestibule and lobby indicates the intended ballistic panel location in the wall for added security. While it is “exposed” many facilities prefer this type of location over that of a hardened bunker. These spaces are occupied 7/24. We could specify ballistic rated exterior walls and windows however that is a cost consideration based on the threat/risk level.

 Regarding cost per square foot - Posted October 2, 2024

Q: I spoke with the architect regarding the Lincoln police station which he said was 14,000 square feet and cost $6,000,000 which I suggested was a little over $400/sq.ft. $428 actually.  His reply was no, it was closer to $650/sq.ft. which to me with two years of 9.6% escalators probably comes in close to 22%.  14,801 X 650 X 1.22= $11,737,193 not allowing for the cost of the site, site preparation and moving costs.

A: The Project team is assessing the current square footage of building in conjunction with the acreage of site development. These costs scenarios are expected to be shared with the Police Facility Advisory Committee and public at-large in the next few weeks. As there is not a specific question here, what we can confirm is that the logic of the numbers above are likely consistent with what will be provided.

 Regarding high voltage transmission lines and radio communications - Posted October 2, 2024

Q:  Do high voltage transmission lines cause any problems with Dispatch’s radio communications? 

A:  Should the Town wish to consider this site further we would suggest a meeting with the Town’s radio vendor or commission a radio propagation study. There are a number of ways to minimize RF interference. The project team has experience with this type of location and it would not be an insurmountable, break the bank effort.

 Regarding availability of municipal water for a new police facility - Posted October 1, 2024

Q:  My conversations with the Water Precinct say that water would not be a problem for a new station.  Of course this should be officially confirmed.  I had mentioned this to the Selectmen a few weeks ago.

A:  The Design team has reviewed this concern. Chief Cobb confirmed with the Water district that while a multi-unit/mixed use development could not be supported, there is capacity to support the proposed facility.

 Regarding money being spent to consider alternative sites that we may not use - Posted October 1, 2024

Q:   Why are we putting any more money into the Main Street property when we have decided not to use it and are not sure if it is for sale and if it were, would we pay the price?

A:  The property commonly referred to as the Bonanno property was on the site selection matrix and was rated highly given the location to downtown and the vehicular and pedestrian access. There is “no more” money being spent outside of what had been contracted. Colliers and Lavallee had been contracted to study multiple sites as directed by the committee and the Selectboard. The down side in analysis of this property is that the severe slope creates the need for vertical access via stairs and an elevator. That same separation helps from the point of creating separation between patrol, administrative and public functions. The Advisory Committee, Colliers and Lavallee have since been directed by the Selectboard to further the investigation on the Newport Road site and not so much on the Main St property as there is some indication that the potential cost would not be feasible for the project.

 Regarding the term "EOC" (Emergency Operation Center) & International Building Code risk categories - Posted August 12, 2024 (four questions)

Q: Regarding a comment made by John of LBA, can you explain what a Category 3 EOC is (reference time stamp 48 minutes 25 seconds on the PFAC video recording for the August 2nd meeting)? 

A: To clarify any misunderstanding regarding this issue, what we meant was that a Community/Training/Multipurpose Room can be designed as an IBC Category 3. If the space is labeled and being used as a local or regional Emergency Operation Center (EOC) we suggest that being an IBC Category 4 rated space.  The Community/Training/Multipurpose Room would have similar amenities and IT/AV and Telecom to an EOC function, providing flexibility. IBC Category 4 construction brings with it additional costs due to more stringent structural and mechanical/electrical systems requirements. 

Q: I assume EOC, based on the reference is Emergency Operation Center;  what are the characteristics of a Category 3?  What other categories exist (1, 2, 4, 5?) and how does a category 3 measure up to those categories (design and operations and, therefore, initial as well as forward looking cost)?

A: At this early stage it is difficult to assess the cost of fortifying the existing building or building new.

Q: What are the design and operating assumptions for a category 3 and are those represented in the space numbers of the draft reviewed at that meeting?  What are the cost premiums associated with those operating assumptions (space requirement, facility needs (e.g., power, communications, physical space, etc.)) that otherwise wouldn't be necessary if we did not assume category 3?  

A: If the community decides to go with the most hardened facility that could continue to operate fully stand alone with fire-rated protection on all critical systems, we can say that there will be significant cost increases. At this early stage we cannot put a cost on those items. We first have to come to the conclusion as to what and where.

Q: How is the decision to construct a category 3 (vs. an alternative) reviewed and made?

A: We understand that this is a very circular process of weighing costs and operational integrity of the facility. At this stage we focus on the spaces and sizes, this determines square footage and program requirements. Then we begin to run models of new build v reno., separation of critical and non-critical spaces. This process could result in a facility that has some portion built to Risk Cat III, while others are built to Risk Cat IV.

 Regarding specific comparisons to other communities with full dispatch in their police departments - Posted July 30, 2024

Q:  In order for the PFAC and residents to have a comparison to measure New London’s police department space needs, for the following three local communities (which all have full dispatch in their police departments), what is the number of full-time officers (not part-time, dispatch or administrative), the gross square feet of the building in which the police department is housed, and the total gsf allotted to the dispatch function.

A: This would be an extensive effort based on the information above. You would need to look at each space and understand how it functions and why it is the size it is. One Chief may like a small conference table for 2 in their office and another may have 2 guest chairs in front of their desk. Different approaches yield different square footage. Performing a simple office to square footage will be a disservice to the Town.

 Regarding average gross square footage of space per full-time officer for other New Hampshire towns - Posted July 30, 2024

Q:  What is the average gross square footage of space per full-time officer for all towns in New Hampshire, and, separately, for towns with a population of 5,000 or less?

A:  This is not something we should focus on. It is misleading and not specific to New London. Does every family with two parents and 3 children have the same square foot house? What if someone in the family is physically challenged and needs wider halls, corridors or doors? What if I work from home and need a large office space? The committee is best served by looking at the individual spaces and their size based on the use.

 Regarding the International Association of Chiefs of Police standards - Posted July 30, 2024 (two questions)

Q:  Are there standards for space needs as to each function, office, or use for police stations set forth in the International Association of Chiefs of Police standards (IACP)?

A: To be more accurate we should not use the term “standards”. IACP offers Design Guidelines on its website at www.theiacp.org/police-facility-planning-guidelines . These guidelines are updated from completed projects based on information from the design teams as to how they addressed new and evolving policing practices.  

Q: If so, please provide the citation as to where each and all of those standards are set forth so that the PFAC and residents can review those standards. 

A:  Agencies, design professionals and project teams are responsible for assessing the specific departments operations, technology, calls-for-service, special services such regional tactical team, or in the case of New London regional dispatch. When a facility includes a regional dispatch area that space and the significant support and technology space will increase the total square foot of the building, thus skewing any consideration for SF/sworn office.

 Regarding national standards for police stations - Posted July 30, 2024

Q:  Are there national standards for space needs as to each function, office, or use for police stations?  If so, please provide the citation where those standards are set forth so that the Police Facilities Advisory Committee (PFAC) and residents can review those standards.

A:  Colliers Project Leaders (CPL)  is not aware of any specific “national standards. There are best practices for general areas and more specific requirements for areas such as holding, booking, detention, and evidence.

 Regarding other communities referenced in developing the New London police building space program - posted July 30, 2024

Q: Regarding the question asked at the last PFAC meeting on what communities are being referenced in developing the New London police building space program, can you please list the communities in answer to this question? Also, can you list the towns referenced in developing the dispatch center space needs?

A:  To reference similarities between New London and any other community would be to provide incomplete and misleading information. Without understanding why are particular department required a certain amount of square footage is not helpful in understanding the needs of New London. Just like no two families live in the same size house, no two police departments operate in the same program space. To simply state what was good enough for Lincoln or Bedford would be a disservice to the New London community.

While many communities have dispatch centers and/or regional dispatch centers, how New London’s operates is different. The public is best served by understanding how and why the department is requesting the spaces they are.

These types of facilities are not cookie cutter. There are certain standards and codes that are applied across the project and some areas where “best practices” and recent “lessons-learned” are applied.

We cannot and should not get hung up on what worked for some other community.

 Regarding police operations while renovating the existing space - posted July 3, 2024

Q: There was discussion about how to accommodate the Police Department operations under the scenario where it is decided to renovate the current facility.  One option not raised at the meeting was renovations while the Police Department remains there (i.e., not temporarily relocating them).  This is a viable alternative that should be considered and whose financial impact should be weighed against the other options.  Experts have reinforced the viability of this approach and the Mires study included estimates that accommodated that scenario. 

Multiple folks with experience in renovations have indicated it is possible to segment the work and, during some phases, work at night to successfully complete the work while operations are underway.  Examples of that type of effort are numerous, whether it is at the local grocery store, at hospitals, or in other large organizations whose facilities are renovated.   My personal experience with renovations of office space, critical operations centers and critical telecommunication facility conversions all support the viability of renovations taking place while operations continue.

A: The option of performing a major renovation and or addition to the existing police facility while remaining operational will be considered.

The programming process that is ongoing will serve to provide the basis for the future needs of the Police and Regional Dispatch.

Understanding that a lot has changed since the previous studies were conducted, we will also provide a comparison to advise on differences.

Secondarily, the team will provide a review of the Buker Buildings ability to withstand such a major renovation as would be dictated by the building code requirements.

Last updated 2/10/2025 11:53:11 AM