Building Construction Oversight Committee — Agenda Packet

MEETING: REGULAR MEETING OF THE BUILDING CONSTRUCTION OVERSIGHT COMMITTEE DATE & TIME: Wednesday, September 30, 2026 at 5:45 PM LOCATION: Germantown Village Hall Board Room N112 W17001 Mequon Road Any member of the body and/or citizen may attend the meeting virtually through the WebEx platform, Meeting #: 2550 262 9159 Password: RmP5xkJxn53 which can be accessed by phone at 408-418-9388 or by logging in at https://villageofgermantown.my.webex.com/villageofgermantown.my/j.php?MTID=mb625c6689e3a364dcd5cdf8822d773ba Citizens not wishing to attend the meeting personally or virtually may submit any public comments by filling out the Online Comment Form by 4:00 PM on the day of the meeting so that it can be provided to the members of the body for their consideration. Previously recorded Board, Committee, and Commission meeting videos can be viewed at https://www.youtube.com/@villageofgermantownwi AGENDA I. CALL TO ORDER: This meeting has been given public notice in accordance with Section 19.83 and 19.84, Wis. Stats, in such form that will apprise the general public and news media of subject matter that is intended for consideration and action. II. ROLL CALL: III. CITIZEN INPUT: (Please be advised per 19.84(2) that information and comment will be received from the public. It is the policy of this municipality that public input be limited to a four (4) minute period per person with a time extension granted at the discretion of the Chairperson. Be advised that there may be limited discussion of the information received but no action will be taken under public comments.) Comments that may be injurious to village personnel or other individuals will not be allowed. IV. UNFINISHED BUSINESS: V. NEW BUSINESS: A. Fire Department Building Needs Update (ACTION) VI. ADJOURNMENT: UPON REASONABLE NOTICE, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, please contact the Village Clerk at (262) 250-4745 at least 2 days prior to the meeting. Notice is hereby given that a possible quorum of other boards, committees, and/or commissions may attend this meeting to gather information about an item over which they have decision-making responsibility. This may constitute a meeting of these bodies per State ex rel. Badke v Greendale Village Board, even though these bodies will not take formal action at this meeting. Page 1 of 34 BUSINESS OF THE BUILDING CONSTRUCTION OVERSIGHT COMMITTEE MEETING DATE: September 30, 2026 PLACEMENT: Action Item ITEM TITLE: Fire Department Building Needs Update (ACTION) SUBMITTED BY: John Delain, Fire Chief SUMMARY EXPLANATION: In 2024 a needs assessment was performed and presented to the Board whichrecommended 2 projects, a headquarters and subsequent remodel and expansion of existing Station 2. At the time the Village Board directed staff and external consultants to pursue a path that performs the remodel and expansion first, with construction of a headquarters at a future date. In 2026 the Village Board approved Short Elliot Hendrickson (SEH) as the project architect and subject matter experts; and CG Schmidt as the construction manager at risk (CMAR). Staff have presented that the initially proposed $6.5M project cost projection is inaccurate given the significant variation in direction and from new information that had not been previously available. The Village recently onboarded MC Group, Ric Miller, as a project expert and owners’ representative. The internal building team has met several times with Ric to discuss the project needs and ways to best accomplish them in a fiscally responsible manner. Tonight the team will be presenting an update to the committee that outlines the project change; reviews assessment and programming needs; compares available space and needs to other communities; discuss 3 paths forward; a recommended path; and the impact of each path. The team is requesting direction from the Committee on which path to pursue, along with a recommendation to present to the Village Board. With the direction of the Committee and Village Board the team will prepare a refined program and update cost estimates and impacts according to the selected path. ATTACHMENT: 1. 9-18Germantown Fire Station Planning STAFF RECOMMENDATION: Page 2 of 34 The Department is respectfully requesting the Committee contemplate the paths forward, provide a recommendation of path to pursue, and provide recommendation to present the information to the Village Board. ACTION BY COMMITTEE: Page 3 of 34 FIRE STATION PLANNING UPDATE Facility paths, costs, and estimated taxpayer impact Germantown Fire Department Planning discussion 01 Page 4 of 34 Building Project Team Germantown Fire Department 02 FIRE DEPARTMENT LEADERSHIP – Over 50 combined years of serving the Village of Germantown John Delain Fire Chief Robert Asmondy Battalion Chief Cary Rodriguez Battalion Chief Ryker Holms Battalion Chief OWNER AND OVERSIGHT Ric Miller MC Group Owner's Representative Trustee Robert Warren Building Construction Oversight Committee Chairperson & Village of Germantown TrusteeDESIGN AND CONSTRUCTION Mark Zvitkovits SEH & POC Firefighter Joe Hoffmeier CG Schmidt Angela Resnick CG Schmidt Trevor Frank SEH Page 5 of 34 Purpose Determine project scope, direction, and present possible budget impacts. Germantown Fire Department 03 Four questions Current need What must Station 2 support now and during the next phase of growth? Facility path Which sequence best balances service continuity, usable space, and future flexibility? Cost timing How much would the Village borrow in each phase, and when would borrowing occur? Resident impact How do the paths affect a $400,000 home over time under common assumptions? Page 6 of 34 2024 Plan Review Establishing what the Fire Department Stations planning was Germantown Fire Department 04 Comprehensive study of the Fire Department, current needs, and future projections. Recommended 4 Stations in 2001. 2001 - Fire Department Study Operational inefficiencies, building needs, and high costs drove Station 1 to be closed. Replacement to be constructed within 3-5 years. 2018 - Station 1 Closed Staffing increased to 29 FTE through voter-approved referendum. Needs assessment completed demonstrating ~35,000 square feet of needed space. 2024 Space programming and cost evaluation continue with GRAEF, PRA, and Moore Construction. Village Board recommends revised phasing of Fire Department projects. 2025 SEH as the A&E firm; CG Schmidt as the construction manager at risk; and MC Group as the owner's representative are onboarded. Significant review and evaluation of potential options are evaluated. 2026 Page 7 of 34 2024 Plan Review Review what the initial Fire Department Stations planning was. Germantown Fire Department 05 2024 PROPOSAL Step 1 Construct an off-site replacement for Station 1 Offsite Station 1 replacement* $24M planning estimate Approximately 37,000 square feet Step 2 Move operations to (new) Station 1 and remodel Station 2 Total Project Assessment $30.5M Station 2 remodel & expansion $6.5M planning estimate Approximately 300 additional square feet Remodeling of ~4,500 square feet Environmental remediation *Station 1 replacement includes land acquisition, improvements, and cost escalation Page 8 of 34 Step 1: Offsite Replacement of Station 1 ~37,000 square foot floor program Germantown Fire Department 06 Page 9 of 34 Step 2: Renovation & Small Expansion at Station 2 Completed after the offsite replacement station 1. With the 35,000 square feet available at new station 1, the amount of additional space at Station 2 could be very minimal. Germantown Fire Department 07 Additional renditions were provided based on input from respective Committees and Board, with limited updates to the cost estimates. Page 10 of 34 2024 Directional Update Board direction moved Station 2 from a later remodel to the first major project Germantown Fire Department 08 Step 1 Construct an off-site replacement for Station 1 $24M planning estimate Approximately 35,000 square feet Step 2 Move operations to (new) Station 1 and remodel Station 2 $6.5M planning estimate Approximately 15,000 square feet Station 2 first Must support current and mid-term operations while the Village determines the timing and scale of the future replacement Station 1. Result Spring of 2025 the Village Board gives direction to begin with an expanded step 2, with replacement of Station 1 construction at a later date. 2024 PROPOSAL Updated Direction Programming, scope, budget, and long term role of the work at Station 2 required significant alteration and expansion. Page 11 of 34 Station 2 Needs Assessment Whichever project is first, it must support current daily operations and remain useful in the long-term system Germantown Fire Department 09 Apparatus capacity House the apparatus and equipment required for current operations. Staff support Provide safe and efficient living, working, fitness, and hygiene spaces sized for operational staffing. Operational support Address EMS supply, hose, laundry, office, gear, equipment, and general storage needs. Durability Resolve environmental concerns and build for sustained use while the second project is deferred. Future planning Facility must remain functional and adaptable to the future. 2050 Population Estimates: Dept. of Administration – 17,751 Southeastern Wisconsin Regional Planning Commission (SEWRPC) – 30,766 Median – 24,258 Finding from GRAEF/PRA Study: Germantown Fire Department space needs are 35,000 currently and projected to 47,000-57,000 square feet within 20 years Page 12 of 34 Interpreting Peer Comparisons Viewing peer data as a whole not as individual criteria Germantown Fire Department 10 Service demand Call volume matters, but call duration, location of hospitals,and simultaneous incidents also affect capacity. Services provided EMS level, hazardous-material response, training, inspections, and specialty functions require different spaces. Community risks Highway, industrial, rural, senior, and daytime populations influence apparatus and staffing needs. Shared resources Contracts, shared facilities, and neighboring municipal arrangements can change what appears in one department's footprint. Use peer data as validation of the needs assessment, not as a stand-alone space formula. Future plans A municipality may have immediate or long-term plans to alter the capacity of their facilities Page 13 of 34 Peer-Community Working Data Sorted by Population Germantown Fire Department 11 Community Population Equalized value Calls Stations Combined sq. ft. Square Feet per Call Germantown 21,078 $4.6B 2,482 1 12,000 4.83 West Bend 32,030 $5.0B 5,324 3 64,000 12.02 Mequon / Thiensville 28,120 $7.9B 3,948 3 49,000 12.41 Pewaukee / Lisbon 26,211 $7.2B 3,204 4 58,000 18.10 Watertown 22,644 $4.2B 2,904 1 35,000 12.05 Pleasant Prairie 21,669 $6.6B 3,309 3 56,000 16.92 Hartford 15,821 $2.4B 2,415 2* 34,000* 14.08 Port Washington 12,645 $1.9B 1,962 1** 38,000 19.37 Richfield 11,755 $2.9B 718 3*** 35,500 49.44 Jackson 8,322 $1.4B 1,513 1** 33,000 21.81 Average 20,030 $4.4B 2,678 2.2 41,000 15.31 Square footage estimated from Google Earth. ***Richfield FD has 3 stations but is currently operating from 2 stations, the third is storage / miscellaneous. **Port Washington & Jackson include some shared space. *Hartford includes a second facility being designed/constructed currently. Population does not include if a Department contracts with another municipality unless listed Page 14 of 34 Peer facility comparison Germantown Fire Department 12 12000 33000 34000 35000 35500 38000 49000 56000 58000 64000 0 10000 20000 30000 40000 50000 60000 70000 Germantown Jackson Hartford Watertown Richfield Port Washington Mequon / Thiensville Pleasant Prairie Pewaukee / Lisbon West Bend Square Feet of Peer Fire Department Facilities Light blue area is main facility estimated space. Square footage estimated from Google Earth. Page 15 of 34 Current Space Compared to Jackson FD Space Germantown Fire Department 13 Space at Germantown Station 2 Space at Jackson Fire Dept. Jackson FD Staff (2) 24-hr staff per day (3) M-F staff Germantown FD Staff (8) 24-hr staff per day (5) M-F staff Page 16 of 34 Germantown Fire Department 14 Second Floor Page 17 of 34 Programming Priorities How did the team determine what may be included in the project Germantown Fire Department 15 Needs Operational Improvement Programming was completed to ensure all immediate needs were accounted. Wants or Wishes Building team carefully reviewed and selected / eliminated aspects that would offer operational improvement utilizing a cost- benefit comparison. Any wants were reviewed with a higher level of criticism and in all paths were exclusively removed from the project. Page 18 of 34 Path 1 Facility sequence and planning-level cost Germantown Fire Department 16 LOWEST FIRST COST $12–13M 2027 Small Station 2 remodel and expansion +$24–26M in 2032 2032 Station 2 replacement $36–40M Total planning range Operating concept Complete a limited Station 2 project for immediate needs, then begin headquarters construction planning within one to three years. Advantages Lowest first borrowing amount and addresses most of the immediate deficiencies. Concerns Splits programming between two projects, creates less efficient space, offers the least flexibility for future planning, some apparatus remain outdoors and produces the highest mid- and long-term cost. Page 19 of 34 Path 1 - 2027 Station 2 Expansion Size Comparison Germantown Fire Department 17 16,000-19,000 Total square feet Net ~4,000-7,000 square feet more than current ~$714 per square foot Amount of additional space with Path 1 Existing space at Germantown Station 2 Page 20 of 34 Path 2 Team recommendation Germantown Fire Department 18 RECOMMENDED $18–19M 2027 Moderate expansion and remodel at Station 2 +$12–14M in 2042 2042 Small satellite station constructed $30–34M Total planning range Operating concept Develop Station 2 as the headquarters, then construct a smaller satellite station within 10 to 15 years. Advantages Provides an efficient distribution of space, improves and extends the value of the first project, and delays the second borrowing phase. Concerns Requires a larger initial investment and some limitations on building size due to site layout and existing apparatus bays. Page 21 of 34 Path 2 – Station 2 Moderate Expansion Size Comparison Germantown Fire Department 19 25,000-29,000 Total square feet Net ~13,000-16,000 square feet more than current ~$685 per square foot Amount of additional space with Path 2 Existing space at Germantown Station 2 Page 22 of 34 Refined Space Proposal 30% Reduction in program space from the 2024 proposal to the current proposal Germantown Fire Department 20 2024 Headquarters proposed space Current Path 2 space proposal Existing space at Germantown Station 2 Page 23 of 34 Path 3 Facility sequence and planning-level cost Germantown Fire Department 21 EARLIEST OFFSITE STATION $24–25M 2027 Off-site replacement Station 1 +$8–10M in 2032 2032 Renovate Station 2 $32–36M Total planning range Operating concept Construct an off-site headquarters, transfer operations, then renovate Station 2 as the satellite facility. Advantages Creates the headquarters first, supports an efficient long-term distribution of space across two locations, and has optimal coverage of the Village sooner than path 2. Primary concern Site acquisition, remaining in current facility longer, requires the highest initial borrowing and adds the second phase shortly after. Page 24 of 34 Path 3 – 2027 Offsite Replacement of Station 1 Germantown Fire Department 22 ~34,000-38,000 Total square feet Net ~22,000-26,000 square feet more than current ~$681 per square foot Amount of space with Path 3 Existing space at Germantown Station 2 Page 25 of 34 Three Facility Paths Each path reaches a two-facility system, but the sequence and cost timing differ Germantown Fire Department 23 Path 2027 phase Later phase Total planning range Primary trade-off Path 1 $12–13M +$24–26M in 2032 $36–39M Lowest initial cost, highest later cost Path 2 Recommended $18–19M +$12–14M in 2042 $30–33M Most efficient spaces and funding, delayed second station Path 3 $24–25M +$8–10M in 2032 $32–35M Earliest second station, highest immediate cost Reference: 2024 path $24M in 2027 + $6.5M in 2030 = $30.5M total Page 26 of 34 Borrowing schedule by path Amounts shown in later years are additional borrowing, not replacement totals Germantown Fire Department 24 Path 2027 2032 2037 2042 Total Planning Range Primary trade-off Path 1 $12–13M +$24–26M — — $36–39M Lowest initial cost, highest later cost Path 2 Recommended $18–19M — — +$12–14M $30–33M Most efficient spaces and funding, delayed second station Path 3 $24–25M +$8–10M — — $32–35M Earliest second station, highest immediate cost Why timing matters Over time, equalized-value growth spreads the annual principal and interest payments across a larger tax base, having a lesser impact on each resident. Spacing out projects now reduces likelihood of major repairs / rebuild occurring at the same time in the future. Reference: 2024 path $24M in 2027 + $6.5M in 2030 = $30.5M total Page 27 of 34 Estimated annual impact on a $400,000 home Planning estimates based on layered debt service and growth in equalized value Germantown Fire Department 25 Path 2027 2032 2037 2042 2024 Plan $153 $172 $152 $134 Path 1 $77–89 $203–226 $180–200 $159–176 Path 2 Recommended $115–128 $102–113 $90–100 $132–150 Path 3 $153–166 $181–203 $160–180 $141–159 ASSUMPTIONS FROM BAIRD 2026 GGF MEETING 20-year debt at 4% interest 2.5% annual EV growth 2026 EV: $4,496,709,100 Level annual payments Numbers being verified, will update when available. Page 28 of 34 Direction needed Board guidance will allow the project team to refine one path into a defined scope and budget Germantown Fire Department 26 1 Confirm the preferred facility path Path 1: Limited expansion at Station 2 with Headquarters in close succession. Path 2: Develop Station 2 as Headquarters with a smaller future satellite station in 10-15 years. Path 3: Develop offsite Headquarters with limited expansion at Station 2 afterword. 2 Confirm the first-phase planning range Give the project team clear operational and price targets. 3 Authorize validation of scope, schedule, and financing Return with a refined program, updated cost estimate, and current tax-impact analysis. Building Team recommended planning direction: Path 2 Page 29 of 34 16,500 Square Feet ~16,500 total square feet. Germantown Fire Department 27 Page 30 of 34 26,000 Square Feet Kenosha Fire Department Germantown Fire Department 28 Page 31 of 34 First Floor Second Floor Basement 30,000 Square Feet Germantown Fire Department 29 Fire Department Page 32 of 34 33,000 Square Feet Maplewood Fire Department Germantown Fire Department 30 Floor 1 Floor 2 Mezzanine Page 33 of 34 40,000 Square Feet West Bend Fire Department Germantown Fire Department 31 *Second floor not shown Page 34 of 34