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HomeMy WebLinkAboutAgenda - 09-09-2004 - 9aORANGE COUNTY BOARD OF COUNTY COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 9, 2004 Action Agenda Item No. ~- Gt SUBJECT• Town of Chapel Hill Funding Request -Bolin Creek Greenway Phase III Design DEPARTMENT: Environment and Resource PUBLIC HEARING: (YIN) No Conservation ATTACHMENT 1) Letter from County/Town PPC 2) Proposed RFQ for Study 3) Town staff costs memorandum INFORMATION CONTACT: David Stancil, 245-2590 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider a funding request from the Town of Chapel Hill for the planned engineering and design study for the extension of the Bolin Creek Greenway. BACKGROUND: In April 2004, the Orange County/Chapel Hill Project Planning Committee (PPC) met to discuss options for use of bond funds designated for greenways in Chapel Hill. The PPC has recommended that County bond funds be used in conjunction with Town bond funds to extend the Bolin Creek Trail upstream of Airport Road. The extension of the existing Bolin Creek Trail would be a step towards linking the existing trail with Carrboro, the proposed woodland trail system of southern Orange County, Duke Forest, the proposed Carolina North property, and the northwest areas of Chapel Hill. On June 23, 2004, the Board of Commissioners received that recommendation and adopted a resolution agreeing to Bolin Creek Greenway extension as the project for use of 2001 County bond funds identified for Chapel Hill greenways. The -Town and the PPC have started the process of soliciting firms for the design/engineering study, using the attached Request for Qualifications (RFQ). Interviews are expected to take place in September or early October 2004. The Town Council has agreed to provide the initial $100,000 required to start the design work in 2004. The County is being asked to provide up to $75,000 during FY 04-05, which would allow for beginning the design process in 2004 and possibly completion of the concept plan in late 2005. 2 The proposed scope of work would include a concept plan for Phase III of the trail, as well as cost estimates that would be used to determine the phasing of subsequent trail construction. The concept plan would involve analyzing and recommending design solutions for a trail alignment from Airport Road to three separate termination points: Seawell School Road, Village Drive, and the area of Bynum Street. The concept plan would involve about 10,000 linear feet of proposed trail and would deal with numerous issues related to steep slopes, narrow valleys, existing bridges, existing and planned utilities, FEMA flood plains, and other existing conditions. The RFQ also anticipates analysis of the need for trail bridges, retaining walls, underpasses, and other design solutions. Once a recommended concept plan is developed and reviewed by the PPC, a public review process with possible design options would be held (to be developed), prior to any discussions about construction of Phase III. FINANCIAL IMPACT: The cost of the concept plan is anticipated by Town staff to be in a range of $125,000-$175,000. The Town has agreed to earmark $100,000 in 2003 Town Parks bonds for this effort in the current fiscal year, and has asked the County to provide $75,000. The source of the County share of this cost would be a portion of the $1 million in 2001 County Parks and Open Space bond funds that were specifically earmarked for Chapel Hill greenways. Subsequent construction drawings and documents are projected to cost $180,000 - $225,000 in FY 05-06 and beyond. The total project cost is tentatively estimated to be in the range of $3.3 million, with $1 million coming from the aforementioned 2001 County bonds. The County would provide reimbursement to the Town for the County's share of project expenses incurred in a manner similar to the approach that has been observed for other partner capital projects involving the County and the Town, such as Southern Park. If the Board approves the recommendation in this agenda item, staff would bring back for Board adoption at a subsequent meeting a County capital project ordinance that would appropriate for future expenditure the $75,000 in 2001 County bond funds. RECOMMENDATION(S): The Manager recommends that the Board approve the allocation of $75,000 from the 2001 Parks and Open Space Bond funds (Joint Town/County Open Space portion) toward this project, to be provided to the Town in a manner similar to the process for reimbursement funding of other current Town/County partner projects. 3 MEMORANDUM TO: Board of Orange County Commissioners FROM: Chapel HilUOrange County Project Planning Committee (PPC) Margaret Brown Kevin Foy Barry Jacobs Bill Strom SUBJECT: Request to Use Orange County Bond Funds for Chapel Hill's Bolin Creek Trail DATE: July 15, 2004 On June 23, 2004 the Orange County Board of County Commissioners adopted a resolution agreeing to the selection of the Bolin Creek Trail as the project to be funded with $1,000,000 in Orange County bond funds designated for greenways in Chapel Hill. The PPC appreciates the County's support and now asks that the Board of Orange County Commissioners take two additional actions: • Appropriate $75,000 as early in 2004 as possible to begin design. The Chapel Hill Town Council has already approved the sale of greenways related Parks bonds for this calendar year. That sale includes $100,000 for initial design of the Bolin Creek Trail. If sufficient fixnding is secured we would start design this fall. • Appropriate the remaining $925,000 in early 2006 to complete final design and build the first phase. We believe that this project will provide an important facility for both recreational use and non-motorized vehicle transportation that would serve all residents of.southern Orange County. The Committee and staffs are at your disposal to answer any questions you may have regarding this proposal. TOWN OF CHAPEL & ORANGE COUNTY REQUEST FOR QUALIFICATIONS DESIGN TEAM FOR BOLIN CREEK TRAIL (PHASE III) Bid: A/E 05-001 The Town of Chapel Hill and Orange County are partners in the development of a proposed greenway trail along Bolin Creek in Chapel Hill. The governments are requesting statements of qualification from firms interested in providing design services related to developing a conceptual plan for the trail, securing all needed permits for the project, cost estimating, preparation of construction documents, and construction administration of the project. Proposed Scope of Project The proposed Bolin Creek Trail would be an improved trail that, within reason, meets all AASHTO and NCDOT standards for abicycle/pedestrian path. We believe that there would be two design components for this project: Concept Plan: The concept plan would involve analyzing and recommending design solutions for a trail alignment from Airport Road to three separate termination points: Seawell School Road, Village Drive, and the area of Bynum Street. The concept plan would involve about 10,000 linear feet of proposed trail and would deal with numerous issues related to steep slopes, narrow valleys, existing bridges, existing and planned utilities, FEMA flood plains, and other existing conditions. We anticipate the need for trail bridges, retaining walls, underpasses, and other design solutions. Once a recommended concept plan is developed we would undergo a public review process. Where possible, options would be developed for public review. Phase One Construction: The successful design firm would be asked to prepare cost estimates that would be used to determine a phase one project. The phase one project would likely include a combination of paved and natural surface trail, with the goal being to have the most paved trail that funds would allow. Once a phase one project has been determined by Town and County elected officials the design firm would prepare construction documents, secure all needed permits, and assist in the administration of the construction project. Budget Budget has not been determined at this time. However, we believe that a budget of approximately $3,300,000 is possible. Design Teams Teams should include at a minimum persons with the following skills: • Registered engineers specializing in floodplain modeling, civil issues, soils, stormwater control and any other engineering specialties required by the project. • Landscape Architects • Persons familiaz with the processes required to secure needed permits and approvals from all authorities with oversight control (i.e., FEMA, Army Corps of Engineers, NCDOT, OWASA, Duke Power, etc.) • Construction administration and oversight. We are especially concerned that the successful firm should have extensive knowledge in the design of facilities adjacent to active streams that might require extensive flood modeling and permitting to satisfy local and federal floodplain regulations. Working Relationships The design team will work directly with a project manager appointed by the Town. The design team will meet regularly with a Park Project Planning Committee (PPC), which consists of elected officials from the Town and the County governments. The PPC will review plans and give direction at critical decision points. Schedule It is our intent to select a design firm in the fall of 2004. Work would begin immediately upon execution of contract documents. Selection Criteria Each proposal will be evaluated based on the following factors: - RELEVANT EXPERIENCE: Depth of relevant experience of the overall design team including landscape architects, engineers, and other pertinent professionals. We aze especially interested in reviewing relevant experience including design of trails, roads, or other facilities in difficult azeas such as steep slopes and regulatory floodplains. - QUALITY OF REFERENCES: Responders must submit names and contact information for individuals able to provide references from at least three clients. (Additional references aze encouraged). References must be for work similar in nature to the proposed Bolin Creek Trail project, and must include at least one reference from a staff member of a public body. - QUALITY: Quality of projects completed by consultants will be assessed. - TIMING: Ability of the Vendor to begin work immediately. - PROPOSAL: Quality of the proposal document will be considered. - COMPUTER AIDED DESIGN: Ability of the design firm to prepare maps and documents with commonly used computer programs. - INSURANCE: Proof of insurance of type and amounts satisfactory to the Town. The Town typically requires liability limits of at least $1,000,000 per occurrence with a $2,000,000 aggregate coverage. Exact limits would be determined during contract negotiations. Selection of Design Firm All proposals must be received (not postmarked) at the following address no later than 5:00 p.m., August 19, 2004: Coco Hall, Purchasing Coordinator Chapel Hill Finance Department 306 N. Columbia Street Chapel Hill, NC 27516 - Please submit 5 copies of your proposal. If you are short-listed we will ask for an additional 10 copies. t The successful design firm will be selected in the following manner: 1. Selection of Short-Listed Firms: Staff will evaluate proposals, contact references and, if possible, visit related projects. Ashort-list of 3-5 firms will be selected. 2. Interview of Short-Listed Design Firms: The PPC will interview all of the short-listed firms. The firm's proposed project manager must be present at the interview and must provide a significant percentage of the overall presentation. This is the person who will work with the staff and the PPC on a day-to-day basis. 3. Selection of Desi iii: The Town Manager, or his designee, will make a decision based on the initial proposal, recommendation of the PPC, and recommendations of the staff. 4. Contract Negotiation: Staff will work with the successful design firm to draft a final Scope of Services and fee schedule. The final agreement will be reviewed by the PPC. If we are unable to agree to terms for a mutually acceptable contract, one of the other short-listed firms maybe selected or the process may be re-advertised. For additional information concerning the project please contact Bill Webster at 919-968- 2787 X 214. Or a-mail at bwebster@townofchapelhill.org MEMORANDUM TO: ~ Chapel HilUOrange County Project Planning Committee (PPC) FROM: Bill Webster, Assistant Director of Parks and Recreation SUBJECT: Preliminary Cost Estimates for Design Services for Phase III of the Bolin Creek Trail DATE: July 15, 2004 This memorandum addresses questions related to the costs of design services for phase III of the Bolin Creek Trail. We know that because of the physical constraints along this section of Bolin Creek that the proposed Phase III project would be one of the most difficult greenways projects to design and build. We have asked a local firm to estimate the costs based on the best available information at this time. They have provided us the following estimates for design services: Phase A -Concept Plan ($125,000 -175,000) This would involve evaluation of existing conditions, surveys, geotechnical investigation, flood plain modeling for bridges and improvements near the stream, and attendance at meetings throughout the process. This phase would identify the ultimate trail alignment and a logical phase that could be built with existing funds. Phase B -Final Construction Documents ($180,000 - 225,000) Fees would pay for detailed construction documents. Construction administration would not be covered by this fee estimate. The Town Council has agreed to provide the initial $100,000 required to start design work through the issuance of Parks bonds in 2004. We believe that if the County could provide up to $75,000 this year we could begin the design process in 2004 and possibly complete the concept plan in late 2005.