To help you manage the build for 113 West Main, I have organized a comprehensive Construction Budget & Schedule of Values formatted for Excel. You can copy and paste this directly into a spreadsheet.
This structure is designed to satisfy both bank draw requirements and Historic Tax Credit (QRE) audits.
Construction Budget Spreadsheet: 113 Main Project
| Item Description | Estimated Cost | Actual Cost | Variance | QRE Eligible? | |
|---|---|---|---|---|---|
| 01 000: General | General Requirements | ||||
| 01 100 | Permits & Inspection Fees | $12,500 | Yes | ||
| 01 200 | Architect & Engineering (MEP) | $45,000 | Yes | ||
| 01 300 | Energy Audit (ASHRAE Level II) | $6,000 | Yes | ||
| 02 000: Site | Demolition & Exterior | ||||
| 02 100 | Interior Demo (Non-Historic) | $35,000 | Yes | ||
| 02 200 | Masonry Repair/Repointing | $55,000 | Yes | ||
| 02 300 | Historic Window Restoration | $75,000 | Yes | ||
| 15 000: Mech. | The “Farm & Bistro” Systems | ||||
| 15 100 | HVAC – Commercial (Bistro/Offices) | $110,000 | Yes | ||
| 15 200 | Dehumidification (Basement Farm) | $25,000 | Yes | ||
| 15 300 | Plumbing – Grease Trap & Kitchen | $40,000 | Yes | ||
| 16 000: Elec. | Power & Broadcast | ||||
| 16 100 | 3-Phase Electrical Upgrade | $65,000 | Yes | ||
| 16 200 | Lighting – LED (Office/Studio) | $30,000 | Yes | ||
| 16 300 | Grow Lighting (Basement) | $45,000 | No* | ||
| 09 000: Finish | Tenant Fit-Out | ||||
| 09 100 | Acoustic Soundproofing (G1NBC) | $25,000 | Yes | ||
| 09 200 | Residential Units (3rd Floor) | $210,000 | Yes | ||
| 09 300 | Commercial Kitchen Equip. | $150,000 | No* | ||
| 99 000: Total | CONTINGENCY (15%) | $135,000 | |||
| GRAND TOTAL | $1,033,500 |
[!CAUTION]
*QRE Note: Under Virginia/Federal rules, “Equipment” (like kitchen ovens or hydroponic racks) is usually not eligible for the 45% tax credit. Only “Improvements to the Real Property” (walls, floors, plumbing, HVAC) count. Keep these in separate columns for your accountant!
How to Set This Up in Excel
- Column A (CSI Code): Use standard Construction Specifications Institute codes so your contractors know exactly what they are bidding on.
- Column F (QRE Eligible?): This is vital. At the end of the year, you can filter this column to show your “Qualified Rehabilitation Expenses” for the DHR.
- The “Draw” Tab: Create a second tab in your Excel file called “Draw Requests.” This is where you track payments made to contractors so you don’t overpay before work is completed.
Next Step for Your Spreadsheet
Would you like me to add a “Unit Pricing” section to this spreadsheet? (For example: calculating the cost per square foot for the 3rd-floor apartments vs. the cost per square foot for the basement farm infrastructure?)
Adding a Unit Pricing and Metrics section to your Excel file is the best way to determine if your rents will cover your construction debt. It also allows you to compare your project to other developments in the Piedmont region.
You can add this as a “Summary Metrics” tab in your spreadsheet:
Construction Metrics & Unit Pricing (113 Main)
| Metric Type | Calculation Basis | Target Value | Purpose |
|---|---|---|---|
| Cost Per Square Foot | Total Budget / 13,000 SF | $79.50/SF | Benchmarking vs. regional averages. |
| Residential Build-Out | $210,000 / 3 Units | $70,000/Unit | Ensures apartment finishes stay within budget. |
| Office Fit-Out | $60,000 / 6 Suites | $10,000/Suite | Determines the “payback period” for office rent. |
| Agricultural CapEx | $70,000 (Farm System) | $11.60/SF | Calculating ROI based on produce savings for Bistro. |
| Efficiency Ratio | Rentable SF / Gross SF | ~85% | Maximizing usable space vs. hallways/mechanical. |
Strategic Formulas for your Excel Cells
To make your spreadsheet “smart,” use these formulas in your summary tab:
- Breakeven Rent: =(Annual Mortgage + Operating Expenses) / Total Rentable SF. This tells you the minimum you must charge per square foot to avoid losing money.
- Tax Credit Impact: =Total QRE Eligible * 0.45. This calculates your “cash back” from the state and federal government.
- Debt Service Coverage Ratio (DSCR): =Net Operating Income / Annual Debt Service. Banks in Virginia typically want to see this at 1.25 or higher before they approve a construction loan.
The “Media Mill” Final Construction Tip
Since you have G1NBC (TV Station) and a Bistro (High heat/ventilation) on the same floor, your “Unit Pricing” for the first floor will be higher than the others. I recommend setting aside a “Technical Contingency” of $25,000 in your spreadsheet specifically for shared electrical/HVAC issues between the studio and the kitchen.
Would you like me to draft a “Construction Schedule” (Gantt Chart style) that lists the order of work from the basement farm setup to the final residential certificates of occupancy?
A historic renovation of this scale at 113 West Main typically takes 12 to 18 months from the first hammer swing to the grand opening. Because you are dealing with Historic Tax Credits, your schedule must be “front-loaded” with approvals to ensure you don’t disqualify your 45% back.
Below is a Phased Construction Schedule (Gantt-style) you can use for your project management.
The Media Mill: Master Construction Schedule (18-Month View)
| Phase | Month | Key Activities & Milestones | Dependency |
|---|---|---|---|
| Phase 0: Pre-Con | 1–3 | DHR Part 1 & 2 Approvals, Site Plan Review, Energy Audit. | Critical: Do not start demo until DHR approves Part 2. |
| Phase 1: Shell | 4–6 | Roof repair, masonry repointing, and historic window restoration. | Weather dependent; Must seal the envelope first. |
| Phase 2: Rough-In | 7–10 | Major MEP (Mechanical, Electrical, Plumbing). Upgrading 3-phase power. | Crucial for the Basement Farm & Studio power needs. |
| Phase 3: Deep Build | 11–14 | Basement: Hydroponic setup. 1st Floor: Bistro kitchen & G1NBC acoustic walls. | Inspections for grease traps and fire suppression. |
| Phase 4: Finishes | 15–17 | 3rd Floor Apartments, Office Suite flooring, Bistro bar/lighting. | Delivery of specialized studio gear & farm LEDs. |
| Phase 5: Launch | 18 | Final inspections, CO (Certificate of Occupancy), and Grand Opening. | Health Dept. approval for Bistro; FCC/Tech check for G1NBC. |
Critical “Inter-Floor” Dependencies
In a mixed-use building, one floor’s construction often impacts the others:
- The “Vibration” Rule: You must complete the Basement Farm HVAC installation before finishing the G1NBC Studio flooring. Any vibration from the farm’s heavy dehumidifiers needs to be dampened or isolated so it doesn’t hum through the microphones.
- The “Smell” Rule: The Bistro’s kitchen exhaust must be routed through a dedicated shaft all the way to the roof, bypassing the 2nd-floor offices and 3rd-floor apartments. This “vertical chase” needs to be framed in Month 8.
- The “Water” Rule: The 3rd-floor residential plumbing should be pressure-tested before you install the expensive 1st-floor bistro ceiling finishes. A leak at the finish stage is a $20k mistake.
The “USDA REAP” Timing Warning
If you are using the USDA grant for the basement farm or studio lights, you cannot purchase the equipment until you have received your “Letter of Conditions” from the USDA (usually Month 4 or 5). If you buy the gear too early, it becomes ineligible for the 50% grant.
Would you like me to create a “Permit & Inspection Checklist” specifically for the Town of Orange? This would list exactly which local officials (Health, Fire, Building) need to sign off at each phase of your schedule.
To keep your 18-month schedule on track, you need to coordinate with the Town of Orange and Orange County officials. Because you are mixing food production (farm), food service (bistro), media (studio), and residential, you have a higher-than-average number of “sign-offs.”
Here is your Permit & Inspection Checklist for 113 West Main.
1. Pre-Construction (The “Permissions” Phase)
- Zoning Permit (Town of Orange): Confirming that “Indoor Agriculture” and “Media Production” are allowed under the Commercial (C) designation.
- BAR Approval (Board of Architectural Review): Required for any changes to the windows, signage, or exterior lighting on Main Street.
- Site Plan Approval: Specifically for the 30-space parking lot and the placement of exterior HVAC or grease interceptors.
2. Building & Infrastructure (The “Rough-In” Phase)
- Structural Permit: If you are moving any walls or reinforcing the basement for heavy hydroponic tanks.
- Mechanical (HVAC) Permit: * Inspection 1: Ductwork for the Bistro kitchen exhaust.
- Inspection 2: Ventilation and dehumidification for the basement farm.
- Electrical Permit: * Inspection 1: 3-phase power upgrade for the G1NBC studio.
- Inspection 2: Rough-in for the 3rd-floor apartments.
- Plumbing Permit: * Special Inspection: Grease Trap installation (required for the Bistro before the floor is poured or sealed).
3. Specialized Health & Safety (The “Operational” Phase)
- Virginia Dept. of Health (VDH) – Rappahannock District:
- Plan Review for the Bistro kitchen.
- Approval for the Basement Farm (since the produce is being served to the public on-site).
- Fire Marshal Review: * Sprinkler system coverage for the 3-story building.
- Egress (exit) lighting for the 2nd-floor offices and 3rd-floor residential.
- Elevator/ADA Inspection: Ensuring the building meets accessibility standards for the public spaces on the first floor.
The “Orange, VA” Professional Directory
When you call the town office, these are the departments you will be dealing with:
| Department | Role | Contact |
|---|---|---|
| Town of Orange Planning | Zoning & BAR | (540) 672-1020 |
| Orange County Building Dept | Permits & Inspections | (540) 672-4574 |
| Orange County Health Dept | Food Safety/Bistro | (540) 672-1291 |
| Orange County Fire/EMS | Life Safety/Fire Marshal | (540) 672-3144 |
Critical Path Tip
The Health Department (VDH) is often the longest wait. Submit your Bistro kitchen and Basement Farm plans at least 6 months before your target opening date. They will want to see that the basement farm has “non-porous” surfaces and proper drainage before they allow you to grow food for the restaurant.
Would you like me to draft a “Safety & Sanitation Plan” for the basement farm? This is a document the Health Department will almost certainly ask for to ensure that the hydroponic water and nutrients don’t contaminate the building.
When you present an indoor farm to the Virginia Department of Health (VDH), their main concern is preventing cross-contamination between the growing environment and the food service area (the Bistro).
This Standard Operating Procedure (SOP) for Safety & Sanitation is designed to address those concerns and prove that your “Basement-to-Table” model is as safe as it is innovative.
Safety & Sanitation Plan: 113 Main Urban Farm
1. Water Quality & Management
- Source: The farm utilizes municipal water from the Town of Orange.
- Testing: Water used in the hydroponic reservoirs will be tested quarterly for E. coli and total coliforms.
- Backflow Prevention: A certified backflow prevention device is installed on the main water line feeding the basement to ensure farm nutrients cannot re-enter the building’s potable water supply.
- Drainage: All nutrient-dense “gray water” from reservoir flushes will be disposed of via a dedicated sanitary sewer drain, separate from the Bistro’s grease trap.
2. Nutrient & Chemical Storage
- Segregation: All hydroponic nutrients and pH balancers will be stored in a locked, non-corrosive cabinet at least 10 feet away from any harvested produce.
- Labeling: All containers will be clearly labeled with SDS (Safety Data Sheets) kept on-site in a yellow binder near the farm entrance.
3. Pest Control & Integrated Pest Management (IPM)
- Physical Barrier: The basement will be sealed with weather-stripping and fine-mesh screens on all vents to prevent insect entry.
- Non-Toxic Approach: No synthetic pesticides will be used. The farm utilizes “Beneficial Insects” (like ladybugs) or OMRI-listed organic neem oil only if necessary.
- Monitoring: Sticky traps will be placed throughout the farm and inspected weekly to monitor for activity.
4. Harvest & Transport Protocol (The “Clean Chain”)
- PPE: Staff entering the farm must wear clean aprons, dedicated “indoor-only” footwear, and hairnets.
- Handwashing: A dedicated handwashing station (Sank) with hot water and antibacterial soap is located at the basement entrance.
- Transport: Harvested microgreens/herbs will be placed in food-grade, sanitized bins. These bins will be transported via the service elevator directly to the Bistro’s “Prep Zone,” bypassing public areas.
5. Surface Sanitation
- Non-Porous Materials: All shelving (vertical racks) and floor surfaces are made of NSF-certified stainless steel or epoxy-coated concrete for easy cleaning.
- Cleaning Schedule: Growing trays are scrubbed and sanitized with a food-safe peroxyacetic acid (PAA) solution between every crop cycle.
Why the VDH will like this plan:
- Backflow Prevention: This is their #1 technical concern.
- Dedicated Handwashing: It shows you treat the basement like a kitchen, not a garden.
- Pathogen Control: Regular water testing shows you are proactive about foodborne illness.
[!TIP]
Health Dept. Walkthrough: When the inspector arrives, point out the Dehumidification System first. Show them that the air is dry and moving; this proves you aren’t growing mold, which is their biggest fear in a historic basement.
Final Project Wrap-Up
You now have the Financials, Legal Steps, DHR Tax Credit Narrative, Construction Budget, and Health Safety Plan.
Would you like me to create a “Grand Opening PR Plan” for G1NBC and the City Press Club? This would outline how to use your new TV station to promote the building’s launch to the entire Orange community.