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Home My WebLink AboutAgenda - 04-09-2013 - 7aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 9, 2013 Action Agenda Item No. 7 -a SUBJECT: Rogers Road Community Center Schematic Design Review DEPARTMENT: County Manager, Asset PUBLIC HEARING: (Y /N) No Management Services ATTACHMENT(S): 1) Area Locator 2) Architectural Schematic Design Renderings INFORMATION CONTACT: Frank Clifton, (919) 245 -2306 Michael Talbert, (919) 245 -2308 Jeff Thompson, (919) 245 -2658 1 PURPOSE: To: 1. Review and comment on the schematic design of the Rogers Road Community Center and authorize staff and consultant to move forward with construction document preparation and construction bid process; 2. Authorize the Manager to award a bid for construction and any unforeseen conditions change orders for the Rogers Road Community Center in an amount not -to- exceed the Board appropriated amount of $650,000 approved within the FY2012 -13 Capital Investment Plan in the event that the bid award occurs during the summer break. This bid award and subsequent construction start would be contingent upon the execution of a Lease Agreement between Orange County and Habitat for Humanity, as well as the execution of an Operating Agreement between Orange County and the Rogers Eubanks Community Association ( "RENA "); and 3. Authorize the Chair to send a letter to the Town of Chapel Hill requesting that the Town expedite the site plan review, permitting and other associated processes for the project as well as waive all associated Town fees related to those processes. BACKGROUND: On January 24, 2013 the BOCC authorized Orange County staff to move forward with the development and construction of the Rogers Road Community Center located on two lots within the Phoenix Place neighborhood owned by Habitat for Humanity ( "Habitat "). This site is depicted on Attachment 1, "Area Locator ". Habitat will lease the site to Orange County for a term of approximately 25 years with $1 per year lease payments as consideration. The lease between Orange County and Habitat is forthcoming, as well a facility Operating Agreement between Orange County and the Rogers Eubanks Neighborhood Association ( "RENA "). Both Agreements will be executed prior to any construction bid award or actual construction activity. The County has engaged Perkins + Will Architects as the designer for the project. Perkins + Will is performing these professional services for the County on a Pro Bono basis. Joe Wagner and Patric LeBeau represent Perkins + Will in this project and will present the project renderings to the Board. Should the BOCC approve the schematic design renderings and principles, the following timeline represents the delivery of the overall project: TASK PROPOSED BEGINNING DATE END BY DATE BOCC Action: Schematic Space Plan Approval 4/9/13 4/9/13 Execution of the Habitat Lease Agreement and RENA Operating Agreement ongoing 5/31/13 Construction Document Design, Bid, Bid Award 4/10/13 6/18/13 Total Project Revenues $500,000 $150,000 Construction 6 month schedule), Opening 7/1/13 12/31/13 0 1 $650,000 Staff hopes to have the construction bid award presented to the BOCC for approval prior to the summer break. However, should the process be completed after the June 18, 2013 regular meeting for such an authorization, staff requests that the BOCC authorize the Manager to award the bid and any subsequent unforeseen conditions change orders not -to- exceed the $650,000 capital project budget. FINANCIAL IMPACT: The BOCC has approved $650,000 for this project as part of the FY2012 -13 Capital Investment Plan. Revenues and Estimated Expenses for this project are as follows: Rogers Road Community Center— Capital Project #10054 Revenues for this Droiect: Appropriated for this groiect: FY2012 -13 Amendment FY 2012 -13 Revised Professional Arch. /Engineering 10,000 0 10,000 Construction 640,000 0 1 640,000 Total Project Revenues $500,000 $150,000 $650,000 Appropriated for this groiect: RECOMMENDATION(S): The Manager recommends that the Board: 1. Review and comment on the schematic design of the Rogers Road Community Center and authorize staff and consultant to move forward with construction document preparation and construction bid process; 2. Authorize the Manager to award a bid for construction and any unforeseen conditions change orders for the Rogers Road Community Center in an amount not -to- exceed the Board appropriated amount of $650,000 approved within the FY12 -13 Capital Investment FY2012 -13 Amendment FY 2012 -13 Revised Professional Arch. /Engineering 10,000 0 10,000 Construction 640,000 0 1 640,000 Total Project Appropriation 1 $650,000 0 1 $650,000 RECOMMENDATION(S): The Manager recommends that the Board: 1. Review and comment on the schematic design of the Rogers Road Community Center and authorize staff and consultant to move forward with construction document preparation and construction bid process; 2. Authorize the Manager to award a bid for construction and any unforeseen conditions change orders for the Rogers Road Community Center in an amount not -to- exceed the Board appropriated amount of $650,000 approved within the FY12 -13 Capital Investment K Plan in the event that the bid award occurs during the summer break. This bid award and subsequent construction start would be contingent upon the execution of a Lease Agreement between Orange County and Habitat for Humanity, as well as the execution of an Operating Agreement between Orange County and the Rogers Eubanks Community Association ( "RENA "); and 3. Authorize the Chair to send a letter to the Town of Chapel Hill requesting that the Town expedite the site plan review, permitting and other associated processes for the project as well as waive all associated Town fees related to those processes. Attachment 1 : Area Locator 4 E _ w U ANKS.RD f ' ', t � r i „� r d 14h47.0 40 * /ill 1 ,600:,..-:,:,„:„,k,‘, ,,:::::,,, ,-,- � xf. 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