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Home My WebLink AboutAgenda - 08-18-2009 - 4nORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 18, 2009 Action Agenda Item No. t~- - r-~ SUBJECT: Authorization to Purchase Wall Partitions and Carpet for Phase I Link Center Renovation throu h NC State and/or GSA Contract DEPARTMENT: Asset Management & PUBLIC HEARING: (Y/N) No Purchasing Services ATTACHMENT(S): INFORMATION CONTACT: Link Center Remodel Timeline Pam Jones, 245-2652 Link Center Floor Plan -Phase 1 Renovation David Cannell, 24-2651 PURPOSE: To consider authorizing the Director of Asset Management and Purchasing Services to exceed the position's current signature authority to purchase demountable wall partitions and carpeting for phase one renovation of the John M. Link Center. BACKGROUND: The Board has previously approved funding to upfit offices in the Link Center. The upfit will allow the relocation of the Commissioners Office, County Manager and County Attorney within the building and will provide adequate space for Financial Services and Human Resources Departments to relocate to the Link Center from the Government Services Annex. Following meetings with Commissioners on July 2, 2009 and department directors and staff at various times thereafter, a final floor plan was completed by Corley Redfoot Zack and distributed to the Board on July 31, 2009. Highlights of the plan are as follows: • Cameron Street entrance offices: County Commissioners, County Manager, County Attorney, Financial Services Department • First level entrance: Human Resources Department and Board meeting room • The Board room will be situated on the first level/Margaret Lane side of the building and will accommodate approximately 300 people. • Restroom facilities to accommodate this higher use will be constructed on the first level as part of Phase II of the renovation project. • A sprinkler system will be installed as part of the renovation. On June 23, 2009 the Board adopted five guiding principles to inform the remodel decisions: 1. The Link Center's current floor plan is to be used with while maintaining efficient departmental operations. 2. Costs are to be contained to the extent possible functional space. 3. Work would not exceed $425,000 for Phase I as approval. as little modification as practicable while still delivering operationally cited in the June 2, 2009 Board 2 4. Work would not exceed $575,000 for Phase II, which will include development of a Board meeting room and technology associated with its operation, as well as the renovation of restroom facilities needed to support the higher use presented through the meeting room. 5. Green building principles will be followed to the extent practicable during the upfit and renovation work. The plan as presented honors the Guiding Principles by using existing floor plans in every instance possible. There is, however, the need to create offices where open space now exists and in other instances to create private offices where half walled offices now exist. After considerable discussions among various County staff and the designer, demountable partitions are recommended in lieu of stick built walls in most instances. Demountable partitions were used throughout the building in the original construction in 1992 and have served well. They offer a professional environment which can be built more expediently and economically than could traditional construction in this instance. Further, delivery time for these units is less than four weeks, thereby allowing the aggressive development timeline to be maintained. Demountable partitions are available through GSA or State contracts and may be purchased through a Chapel Hill vendor -Triangle Office. The North Carolina State Contract and GSA pricing are methods of cooperative purchasing that allow state and local government agencies to purchase many items through competitively bid contracts that take advantage of much greater volumes than a county would experience by bidding individually. Approximately 1,700 square yards of carpeting will also need to be purchased and installed in the office areas as part of the office upfit. Staff is proposing to purchase carpet via GSA or State contract as well. While the partitions and carpet will be purchased through pre-established government contracts, the total amounts will exceed the $20,000 signature authority of the Assets Management and Purchasing Services Director. The Board is therefore requested to authorize the Director to effect the needed purchases. The estimated purchase price of the partitions will be approximately $100,000 and the carpeting including installation will be approximately $40,000. FINANCIAL IMPACT: Estimated costs for the demountable partitions are $100,000 and $40,000 for carpeting. Sufficient funds are included in the Link Center Renovation Fund for these Phase I expenditures. RECOMMENDATION(S): The Interim Manager recommends the Board authorize the Director of Asset Management and Purchasing Services to exceed the current $20,000 signature authority in order to purchase demountable wall partitions and carpeting as may be needed for Link Center - Phase I work through State Contract and/or GSA vendors; and to execute documents needed to complete the purchase. LINK CENTER REMODEL TIMELINE JUNE 23, 2009 PROPOSED TASK BEGINNING DATE END BY DATE CRZ meets with departments to validate preliminary program information 6/22/09 6/26!09 BOCC meets with CRZ and Board staff to determine plan for BOCC office space 6/22/09 6/26/09 BOCC endorses development process 6/23/09 6/23/09 BOCC requested to authorize the Interim-Manager to sign a contract for a sprinkler system and report results to BOCC via Manager's Memo. Contract would receive regular staff and attorney review prior to its execution. 6/23/09 6/23109 CRZ meets with BOCC to share preliminary program information and floor plan 6/29/09 7/3/09 CRZ completes Phase I office design after which BOCC reviews so pricing can begin 7/6/09 7/31/09 BOCC action: Award of contracts for Phase I remodel work 8/18/09 8/18/09 Phase I Office remodel work completed 8/19/09 10/19/09 BOCC Action: Design contract with CRZ approved for Phase II work 9/15/09 9/15/09 GSC-A departments relocated to new facility 10/1/09 10/16/09 CRZ works with BOCC and designated partners to develop design for Board room 12/31/09 12/31/09 BOCC Action: BOCC formally accepts and approves Phase II design of Board Room 1/1/10 1/1/10 CRZ develops specifications and plans suitable for bidding project, submits for regulatory review and appropriate staff reviews 1/20/10 4/30/10 BOCC Action: Award of contract for Phase II work 6/15/10 6/15/10 Phase II Construction 6/16/10 12/31/10 C~ COUNTY ATTORNEY' OFFICE PHASE I d ..........................^.^r.. ATTORNEY MECH. OfFKE ROOM S ~ ATTORN • OfFKE A ORK ATTY. ATTORNI ~ FR.ES FILFS ATTOR ROOM ~ OFFKE ••w•• ~•~~ ~ ~~ ~~j .CLERK •• BO uRIDOF CLERK FOR THE COUNTY COMMISSIONERS PHASEI ~ CLERK CLERK CLERK CLERI OFFKE OFFKE OFFICE OFFK l ....... ............................ 1 1 FKE OFFKE OFFKE OFFKE i ..~~ _ OFFKE ~ MULTF PURPOSE ROOM WORK ROOM OFFKE ~ ~ YN i MEN WOMEN ~ ~~ r ._ . i ~ OFFKE ~ OFFKE ~ i CONFERENCE OFfKE ~ ROOM I i 1 ~ OFFKE i OFFKE i 1 1 OFFKE ~ STORAG 1 COPY/MAR OFFKE j ROOM ~ STORAGE i 1 STOR. OFFKE i ~ OFFKE 1 i i OFFKE OFFKE 1 ~ •~~w ............ ................ ........•.... r~~ FINANCIAL SERVICES DEPARTMENT PHASEI Second Level Floor Plan-Renovation re yr • tia a•~: ~. stae Ali F~~ 8~1 W~ Q~i ~ ~• U', ~' z V~ as zNo ~ a~~a g~ ~~A ~ x d ~a fi ~~~ .Rs i "' ~ • ~~j __~r rs niilu _ {r+ +L-r'r-'h~-fir ~ ~A~ r m wMwl w ~ 0 ~~ ~~ ,~ a~ ~I l^'--!~\ JOHN M. LINK JR. i ti GOVERNMENT SERVICES ' E ~ 1 15 ~.; ~ BUILDING RENOVATION ~ CORLEY REDFOOT ZAQ{ ~ ='Y Swm Cameron sneer ~~~~~~~ 1~/~~~~ _~~ - - Hillsborough. North Carolina , t ~ ~~~~~~ ~~~