HomeMy WebLinkAboutAgenda - 10-20-1998 - 8fORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No. A-~
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 20, 1998
SUBJECT: Consultant Approval; Design work for electrical connections to make two
schools generator compatible
utrHrc i MtNT: PURCHASING AND Public Hearing: No
CENTRAL SERVICES Budget Amendment Reqd? NO
H I I AGtiMENT(S):
Proposal
INFORMATION CONTACT:
PAM JONES, ext. 2650
Telephone Number-
Hillsborough 732-8181
Chapel Hill 967-9251
Mebane 227-2031
Durham 688-7331
PURPOSE: To consider approving a contract with Gary Sunderland for electrical
system design work necessary to bid a project that makes two schools generator
compatible.
BACKGROUND:
Experience with Hurricane Fran impressed upon County, School and Red Cross officials
the need to have emergency electrical service provided for buildings designated as
shelters. The group explored options ranging from equipping the facilities with
generators to making them "generator ready".
After considerable discussion among the County, Red Cross and both school systems, it
was determined that Culbreth Middle School (Chapel Hill) and Stanford Middle School
(Hillsborough) would be the two schools most appropriately designated as emergency
shelters. These facilities are strategically located and have electrical systems that are
compatible with the proposed generator work.
The schools will be wired and a manual transfer switch installed such that a generator
can be moved in and connected easily and quickly when needed. The Red Cross will
provide the emergency generators for both facilities.
The fee proposed by Sunderland is $8,000 (160 hours @ $50 per hour) and is based
upon a scope of work that was prepared by the County's Electrical Inspector in
collaboration with the Fire Marshal, Red Cross and representatives from both school
systems. However, it should be noted that some issues have yet to be clarified, pending
review of electrical plans to be submitted for the schools. Further refinement of the
scope of work may result in a reduction in the fee, but will not result in an increase. The
engineer will be responsible for designing both projects, preparing documents suitable
for bidding and construction as well as inspections at both facilities as the work is on
going.
Funds for this work are available through the 1998-2008 Capital Investment Plan.
Governing boards may exempt themselves from the State's policy of the RFP process
for architectural and engineering services if the professional fee is less than $30,000. It
is recommended that this exemption be invoked for this project for the following
reasons:
• The market in our area remains such that projects of this size do not generate
sufficient interest to establish a pool of interested consultants.
• This consultant will agree to turn around the project quickly so the schools can be
made generator ready prior to the onset of potentially icy weather season.
• The fee substantially falls below the $30,000 threshold required for soliciting and
RFP.
RECOMMENDATION: The Manager recommends that the Board approve the use of
Gary Sunderland, to provide engineering services for referenced project at a not to
exceed cost of $8,000; to exempt this project from the public policy of the state to solicit
Requests for Proposals for engineering services; and to authorize the Chair to sign the
resulting contract, contingent upon attorney and staff review.
-~.~ n
SUNDERLAND ENGINEERING 3
Cansuiting Engineers PO Bex 14524
{919) 477-,'031 RTP, NC 27709
September 22, 1998
Pam Jones
Orange County Public Works
Chapel Hill, NC 27278
Dear 11ds Jones,
We are pleased to submit this proposal to you for engineering design services pertaining to the
Emergency Shelter Generator projects located at 2 schools in Chapel Hili, NC. Included in this
letter is an outline of the proposed design services, fee requirements and expected schedule.
Sunderland Engineering will provide services to you to prepare the complete set of construction
documents for the project based upon our agreed scope of work. Items included in services are all
work required to complete the bid documents and specifications, including all field surveys, bid
negotiation, shop drawing review, construction administration, and final closeout as required
throughout the construction period of the project.
-Sunderland Engineering will complete the work described above for a fixed fee of $B,OOQ.UO,
plus reimbursable expenses. We assume that all building floor plans and electrical drawings will be
- made available and that you will provide us with your standard front end specifications.
We are prepared to begin work immediately and complete the drawings within 3 weeks, at
which time a bid date can be set and the construction portion of the project can begin. Thank you
for this opportunity and I look forward to continuing work with you on the project. Please call me
with any questions ybu may have regarding the content of this proposal, I would be glad to provide
further information.
Sincerely,
Gary L. Sunderland, PE
j
cc: file 1V181
ti I
Bud-rn81.xls
PROJECT FEE BUDGET
ORANGE COUNTY PUBLIC WORKS
EMERGENCY SHELTER GENERATOR
PROJECT #M81
GARY SUNDERLAND, PE
BUILDING TYPE COMMERCIAL
BLDG AREA(SF} 25,000
EST $/SF ($60-$140) $4 $4
CONSTRUCTION VALUE $100,000
TOTAL FEE (6%-15%} 8.0% $8,~0
TOTAL MANHR ($50-$9C $50 160
SD DD CD BiD CA
BUDGET BREAKDOWN 100% 45% 0% 25°l° 5°~6 25%
ADMIN 5-10°~ 10% 16 7 0 4 1 4
ARCH 40-60% 0% 0 0 0 0 0 0
STRU 10-20% 0°r6 0 0 0 0 0 0
SITE 5-10% 0% 0 0 0 0 0 0
HVAC 15-30% 0°~ 0 0 0 0 0 0
PLUM 5-15% 0°~ 0 0 0 0 0 0
ELEC 10-20°,b 90% 144 65 0 36 7 36
TOTAL 100% 160 7Z 0 40 8 40
HC~JRLY BREAKDOWN
FIELD INVESTIGATION
PRELIMINARY DESIGN
OWNER REVIEW
FINAL DESIGN
SPECIFICATIONS
FINAL REVIEW
BID PHASE
CONSTRUCTION OBSERVATION
AS BUILT DRAWINGS
1so 72 a 4o a 4a
32
32
8
16
16
8
8
32
8
FEE$
$800
$0
$0
$0
$0
$7, 200
$8,000
$a,aao
4
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