HomeMy WebLinkAboutAgenda - 05-07-2013 - 7a1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 7, 2013
Action Agenda
Item No. 7 -a
SUBJECT: Whitted 2nd Floor "A" Buildinq Permanent Board Meetinq Facilities
DEPARTMENT: Asset Management Services PUBLIC HEARING: (Y /N) No
ATTACHMENT(S): INFORMATION CONTACT:
1) Design Professional Services Jeff Thompson, 919 - 245 -2658
Agreement Amendment Proposal
2) Conceptual Use Floor Plans
3) Hillsborough Zoning Definitions and
Process Options
PURPOSE: To:
1) Authorize staff to move forward with the project of converting the Whitted 2nd Floor "A"
building into a permanent meeting facility for use by Orange County Government;
2) Affirm that the meeting space is to be shared with the Town of Hillsborough, the Orange
County Schools Board, and, potentially, the Orange County Cultural Center as governed
by a Board approved Operating Agreement;
3) Affirm that an Operating Agreement to be approved by the Board with the Orange County
Cultural Center, including usage scheduling procedures, rates, and neighborhood
interaction, will be presented to the Board at its September 5, 2013 regular meeting in
conjunction with preparation of project construction documents (any improvements
associated with the needs of OCCC in utilizing the facility will not be included without
adequate funding commitment from the OCCC at the time of design); and
4) Authorize the Manager to sign an amendment to the existing Architectural Professional
Services Contract for Corley, Redfoot Architects totaling an amount of $110,500 for the
design, engineering, and construction administration of the permanent meeting facility.
BACKGROUND: On April 4, 2013, the Board of County Commissioners ( "BOCC ") held a public
meeting to receive presentations, take public comments and discuss the possibility of
renovations to the former Library space within the Whitted Building for a Meeting Room for the
Board of County Commissioners (with the Meeting Room potentially being shared with the Town
of Hillsborough, Orange County Schools Board of Education, and the Orange County Cultural
Center).
The public meeting was held within the former Orange County main library space, which has
been vacant and under - utilized since the library and the Department of Social Services
relocated to their present locations at the West Campus and Hillsborough Commons in 2009.
The BOCC reviewed the history of the Whitted facility and the schematic meeting room floor
plan layout options as designed by Corley, Redfoot Architects of Chapel Hill, with whom the
BOCC engaged for permanent meeting room facility design in February, 2010. Although the
design was contemplated for the lower level of the Link Center at the time, the resulting
programming and floor planning fully inures to the use with the Whitted facility. Attachment 1,
I
"Design Professional Services Agreement Amendment Proposal ", outlines the services
rendered and those to be accomplished going forward. Attachment 2, "Conceptual Use Floor
Plans ", depicts these alternative floor plans-
1 ) a standard meeting layout (audience seating for 130), including multi - purposed pre -
function areas, and a separate Board executive session meeting room;
2) a large performance alternative layout (audience seating for 286) with the same
features as the before - mentioned layout; and
3) a standard meeting layout (audience seating for 162), accompanied by a Board
executive meeting room, and administrative office space for 20 individuals.
Each of the three conceptual floor plans includes significant restroom facility improvements,
improved handicap access, and parking improvements. All of these enhancements fully
accommodate the most intense meeting use.
The Board also heard a presentation from Margaret Hauth, the Planning Director for the Town of
Hillsborough, outlining the facility's uses allowed under the current zoning designation of Office -
Institutional. Attachment 3, "Hillsborough Zoning and Process Options ", depicts the allowed
uses for the facility.
The BOCC also heard an introductory presentation from the Orange County Cultural Center
( "OCCC ") regarding potential alternative uses of the facility for arts performance, education and
cultural events scheduled during periods of non -use by Orange County Government,
Hillsborough Government, and Orange County Schools. The scheduling and management of
the OCCC's alternative uses during these non -use periods would be governed by an Operating
Agreement between the County and the OCCC, including all space upfit investments funded by
the OCCC required for theatrical events (additional seating for large performance events,
scaffolding, special lighting, modular staging, etc.) above and beyond the upfit requirements
needed for government meeting use.
The Board may recall that all of the government meeting uses as well as all of the stated
alternative uses described by the OCCC are currently allowed uses. The estimated maximum
capacity of 286 individuals is possible because of the recent structural improvements and the
installation of the building wide sprinkler system. The Board guidance to date has confirmed the
emphasis in designing the meeting spaces with maximum flexibility. The space also
accommodates a large assembly for such events as performances, speakers, and the potential
for adequate "pre- function" space near the entrances. The conceptual plans also supply
properly designed acoustical treatments, audio - visual and recording infrastructure, and flexible
storage and logistics areas for the County, Town of Hillsborough, Orange County Schools, and
other government use functions.
The proposed uses require 192 off - street, paved and landscaped parking spaces. The facility
currently has 197 off - street spaces. County and Hillsborough staffs have worked together to
accommodate this requirement with additional paved and landscaped parking in under - utilized
areas south of Tryon Street.
The BOCC also heard public comment from interested residents from the area, where several
common themes emerged:
1) general support of the facility as a permanent government meeting facility and the arts
as an alternative use;
2) concern over the intensity of use within the facility, manifested by noise, congestion,
traffic control, light pollution, and parking management; and
3) active coordination and communication between the area neighbors and the OCCC
regarding potential alternatives uses, schedules, and impacts to the community.
t
The BOCC discussed the concept and the related Capital Investment Plan project during its
April 11, 2013 budget work session.
Should the BOCC choose to move forward with this project and authorize its placement within
the FY2013 -14 Capital Investment Plan, the design, development and construction timeline is
estimated as follows:
TASK
BEGINNING
END BY
DATE
DATE
BOCC Action: Authorization to proceed with Whitted 2" Floor
5/7/13
5/7/13
"A" building as permanent meeting space for Orange County
Government; shared with Hillsborough and Orange County
Schools and potentially for alternative arts use as governed by
an Operating Agreement between Orange County and the OCCC
BOCC Action: Approval of the FY2013 -14 Capital Investment
6/18/13
6/18/13
Plan, including $1.4 million for meeting room improvements for
the Whitted 2nd Floor "A" building
Schematic Design Process (2 month duration)
7/01/13
8/31/13
Finalizing Operating Agreement with OCCC
7/1/13
8/31/13
BOCC Action: Approval of Schematic Design; authorization to
9/17/13
9/17/13
prepare bid documents; approval of OCCC Operating Agreement
Construction document prep, bid advertisement (2 month duration)
9/18/13
11/18/13
BOCC Action: Bid award
12/17/13
12/17/13
Construction (est. 4 month duration)
1/6/14
5/6/14
Grand Opening - first BOCC meeting - (estimated date)
6/3/14
6/3/14
FINANCIAL IMPACT: Should the BOCC decide to pursue a permanent meeting facility use,
preliminary cost estimates for the upfit and related site work range between $1.2 and $1.4
million. The Capital Investment Plan project contemplates a budget of $1.5 million in FY2013-
14, which includes adequate funds for professional design services. Should the BOCC decide
to authorize the additional OCCC use as governed by an Operating Agreement, any additional
OCCC facility needs in excess of those required for a permanent board meeting space would be
addressed by funds raised by the OCCC.
RECOMMENDATION(S): The Manager recommends the Board:
1) Authorize staff to move forward with the project of converting the Whitted 2nd Floor
"A" building into a permanent meeting facility for use by Orange County Government;
2) Affirm that this meeting space is to be shared with the Town of Hillsborough, the
Orange County School Board, and, potentially, the Orange County Cultural Center as
governed by a Board approved Operating Agreement;
3) Affirm that an Operating Agreement to be approved by the Board with the Orange
County Cultural Center, including usage scheduling procedures, rates, and
neighborhood interaction, will be presented to the Board at its September 5, 2013
regular meeting in conjunction with preparation of project construction documents
(any improvements associated with the needs of OCCC in utilizing the facility will not
be included without adequate funding commitment from the OCCC at the time of
design); and
4) Authorize the Manager to sign an amendment to the existing Architectural
Professional Services Contract for Corley, Redfoot Architects totaling an amount of
$110,500 for the design, engineering, and construction administration of the
permanent meeting facility.
Jeff Thompson, Director
Asset Management Services
Orange County
P. O. Box 8181
Hillsborough, NC 27278
RE: Board of County Commissioners Meeting Room
Hillsborough, NC
Amendment to Contract
Dear Jeff:
M
222 cloister court
chapel hill, nc 27514
t: 919.401.8586
www.corleyredfootarchitects.com
Per your our recent conversation, I am requesting an amendment to our current contract for the
development of a Board of County Commissioners Meeting Room in the amount of $110,500.00.
As a part of this amendment, I am providing a summary of the work completed to date and the scope
of work to be completed in the future.
Original Contract, dated 12/8/2009, Board Approved 2/16/2010
$61,300.00
A. Scope of Work Completed through 9/30/10:
1. Multiple site visits with user groups to existing meeting rooms (March, 2010)
• Town of Cary
• N.C. School of Pharmacy
• Forsyth County- Winston Salem
• Wake County
• City of Durham
• Durham County
2. The site visits helped establish a basis for the preliminary design for the Orange County
BOCC Meeting Room.
3. Preliminary Design presented to BOCC (May, 2010)
4. Schematic Design presented to BOCC (September, 2010)
Invoices for Work Completed through 9/30/10 and Paid by Orange County $24,278.00
B. Scope of Work Completed between 111113 and today:
5. Project restarted with second level Whitted Building space studies to incorporate a permanent
BOCC and Support Areas including potential theater layouts for community use.
6. Alternative space studies were developed. The scope of work for this study including the
possible redistribution of multiple County Departments in three different buildings with the
location of the Board Room shown in a variety of locations for comparative purposes.
7. The space planning studies were presented to staff, BOCC and the public over a four
month period.
Work Completed between 1/1/13 and today that has not been invoiced to date $13,800.00
As requested above, this amendment would raise the original contract from the current $61,300.00 to
the amended amount of $110,500.00. Should the proposed amendment be approved, the County
would be invoiced the $110,500, less the $24,278 already invoiced and paid. The proposed scope of
work for the remainder is as follows:
1. The scope of work that has already been completed between 1/1/13 and today
2. The development of the design of a BOCC- adopted program.
3. Schematic and Design development documents
4. Construction documents including all permitting requirements
5. Standard construction administration services though the construction duration
Items not included in the above fees are:
1. Surveys and Testing
2. Legal fees
3. Asbestos investigation / removal
4. Water damage investigation / design solutions / repairs.
5. Perspectives, renderings or models
6. LEED certification and design services
Based upon BOCC approval, it is our understanding that Schematic Design / Design Development is
anticipated to begin in July 2013, Construction Documents completed by mid - November, 2013 and
bidding and contract award thereafter. Construction is anticipated to begin in early January, 2014
and be complete in May, 2014.
We appreciate the opportunity to work with you on the proposed project. If you are in agreement with
this proposal, please sign below and return a copy to our office for our files.
Sincerely,
Kenneth E. Redfoot, AIA
President
Attachment 2
\ Chiller Enclosure
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ATTACHMENT 3 9
Hillsborough Zoning Definition & Process Options
Event Center A building containing in some combination two or more of the following: a bed and
breakfast facility; a restaurant; a bar; a night club; or a meeting facility. The facility
may make some or all services available to the general public in addition to guests.
Meeting Facility A building, part of a building, or series of building available for rent for public and
private meetings and events. This type of facility may provide rooms of various sizes to
accommodate one or more functions at the same or different time, restrooms or
changing rooms for guest use, and /or a warming kitchen or similar food staging area.
This use does not include on -site food preparation, lodging, or any personal care
services.
Performance Facility A structure designed to accommodate the assembly of persons attending athletic events,
musical performances, dramatic or terpsichorean performances, speeches or ceremonies,
motion picture presentations, and other entertainment events.
Combination Use Use consisting of a combination of two (2) or more principal uses separately listed in the
Table of Permitted Uses.
OFFICE /INSTITUTIONAL DISTRICT (01) The purpose of the OI District is to accommodate the location and
establishment of medium density professional and business offices and institutions in close proximity to single -
family detached residential units. This district is generally located near residential neighborhoods and often serves
as a buffer or transition between residential neighborhoods and more intense business districts.
By- Right:
Adult Day Care
Artisan Studio
Bank & Financial Institution
Botanical Garden & Arboretum
Child Day Care
Church, Place of Worship
Community Center
Detention Facility
Dwelling: Accessory
Dwelling: Single - Family
Extended Care Facility
Farmer's Market
Funeral Home
Gallery /Museum
Health Care Facility
Hospitals
Library
Meeting Facility
Offices — all types
Park, Cultural or Natural
Parking (Surface or Structure)
Performance Facility
Personal Service Business
Public Safety Services
Recreational Facilities
Recycling Materials Collections Center
School: Art & Music
School: Dance, Martial Arts
School: Elementary, Middle & Secondary
School: Higher Education
School: Vocational
Veterinarian /Animal Hospital
CUP:
Cemetery
Park, Athletic or Community
Telecommunication Tower, Less Than 200' Tall
SUP:
Event Center
Homeless Shelter
Public Utilities
Telecommunication Tower, 200' or Taller
Transmission Lines