Fiscal Note
The proposed resolution authorizes executing a Purchase and Sale Agreement between the City of Madison and TDC 4484 RR LLC to purchase a property located at 4484 Robertson Road for $2,265,000. The property will be used for the City Clerk’s Election Operations Center. Additionally, the resolution authorizes property improvements including, but not limited to, HVAC replacement, IT fiber and access control costs, a security system, ADA compliance improvements, furnishing, moving costs, and staff time. Estimated property improvement costs are $1,902,321. Estimated due diligence costs and closing costs are $16,000. The total estimated cost of purchasing, improving, and closing on the property is $4,183,321.
The 2025 and 2026 Adopted Capital Budgets authorized $4,000,000 in funding for the Election Operations Center project (Munis #15336) in the Engineering – Facilities Management Capital Budget. To date approximately $2,500 of authorized funding has been used for minor payroll allocations related to the project. This project has sufficient funding available to cover the purchase costs and most of the estimated property improvement costs. If additional funding is needed in excess of what is available in the Election Operations Center project, costs will be paid from the Engineering – Facilities Management General Facility Improvements program (Munis #10549) to cover the remaining costs for facility improvements.
The estimated operating cost (utilities, internet, custodial services, snow removal, etc.) per month is approximately $11,000 - $14,000 for an estimated annual cost of $144,000. The target date for occupancy is November 2027, for a partial-year operating cost of $28,000. The Clerk’s Office and Finance Department will monitor the Clerk’s 2027 Operating Budget and if necessary, make budget modifications to cover the operating costs. Operating costs will be annualized and included in the Clerk’s 2028 Operating Budget request. Additionally, there may be future cost savings from moving out of leased spaces and operational efficiencies from coordinating with other City agencies at the site. At this time, no additional appropriation is required.
Title
Authorizing the execution of a Purchase and Sale Agreement between the City of Madison and TDC 4484 RR LLC for the City’s acquisition of the property located at 4484 Robertson Road, Madison WI 53714 for $2,265,000 and authorizing the City to commence activities related to the future capital improvements of the property. (District 3)
Body
WHEREAS, TDC 4484 RR LLC, a Wisconsin Corporation (“Seller”) is the owner of the property containing approximately 98,598 square feet of land and an approximately 25,400 square foot industrial commercial building, located at 4484 Robertson Road, Madison, WI 53714 and legally described in the attached Letter of Intent (the “Property”); and
WHEREAS, the City of Madison (“City”) desires to purchase the Property for use by the City Clerk’s Office as a City Election Operations Center for the storage of election machines and equipment, and to use funds to complete required capital improvements including HVAC replacement, ADA compliance improvements, furnishing, moving costs, staff time and necessary IT infrastructure, including but not limited to access control, security cameras and system, and all necessary peripherals for internet connection (collectively the “Capital Improvements”); and
WHEREAS, the Seller has agreed to sell the Property to the City for a purchase price of $2,265,000 (the “Purchase Price”) which was negotiated based on an appraisal reviewed and approved by the City’s Office of Real Estate Services; and City Engineering’s estimated capital needs in the amount of $1,902,321.00 (the “Capital Improvement Amount”) to complete the necessary improvements; and
WHEREAS, the City and the Seller (“Parties”) have negotiated and executed the attached letter of intent, dated September 30, 2026 (“Letter of Intent”) with the terms of a future purchase and sale agreement (the “Agreement”) for the City’s acquisition of the Property from Seller.
NOW THEREFORE BE IT RESOLVED that the City’s Common Council hereby authorizes the City’s execution, as “Buyer”, of an Agreement with the Seller for the City’s purchase of the Property for a purchase price of $2,265,000, subject to certain prorations and closing costs, and on substantially though not exclusively, the terms and conditions contained in the Letter of Intent.
BE IT FURTHER RESOLVED that the City’s Common Council hereby authorizes the City Engineering and City IT departments to commence the planning, bidding, engaging and construction activities related to the future Capital Improvements of the Property to make it ready for use by the City Clerk’s Office for an Election Operations Center, consistent with the City’s purchasing policies and public works improvement process.
BE IT FURTHER RESOLVED that the City’s Common Council authorizes using funding appropriated in the 2025 and 2026 capital budgets for the Election Operations Center project (Munis # 15336) and General Facility Improvements program (Munis #10549) for this project.
BE IT FINALLY RESOLVED that the City’s Common Council hereby authorizes the Mayor and City Clerk to sign, accept, and record the Agreement and any and all documents and legal instruments required to complete the transactions contemplated in this resolution, on a form and in a manner that has been approved by the City Attorney.