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Home My WebLink AboutAgenda - 06-18-2013 - 5v 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 18, 2013 Action Agenda Item No. 5-v SUBJECT: Whitted Permanent Meeting Facility Site Work DEPARTMENT: Asset Management Services PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Schematic Site and Exterior Design Jeff Thompson, 919-245-2658 PURPOSE: To: 1) Authorize staff to move forward with bid document preparation and bidding of the exterior site work (grading, paving, site lighting, site landscaping) in order that this work can be accomplished during the summer and fall months of 2013; and 2) Authorize the Manager to award the bid and sign the construction contract for the exterior site work during the summer break. BACKGROUND: On May 7, 2013, the Board of County Commissioners ("BOCC") authorized staff to move forward with the necessary schematic design work for the permanent Board meeting facility to be constructed on the 2nd floor of the Whitted "A" building. The full project schematic design is currently scheduled to be presented to the Board of County Commissioners during its regular meeting on September 5, 2013. The anticipated Board action after this schematic review is to authorize staff and the designer, Corley, Redfoot Architects, to prepare full construction and bid documents for a construction start in early 2014 and an opening of the facility in June 2014. The necessary site work is constant and is independent of the interior work (and the alternative design configurations) that will be presented to the Board in September. This site work can be accomplished prior to the beginning of the interior renovation during the optimal summer and fall months. This work will yield asphalt paved parking surfaces on the current gravel areas south of Tryon Street as well as east of the Whitted "B" building, along with much improved site lighting and area landscaping. By allowing the design and construction work to begin prior to the September 5t" Board meeting, this outside work can be completed no later than October 2013 for the benefit of the Whitted visitors, the neighbors surrounding the facility, and County employees working in the Whitted facilities. This phase would be complete prior to the bid award for the interior project work as well as the handicap ramp system that would access the north facade of the auditorium on the 2nd floor. 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 2 areas south of Tryon Street. The attachment depicts the schematic layout of the improvements contemplated in this phase of the project. Should the BOCC choose to authorize this phased approach to the project, the design, development and construction timeline is estimated as follows: TASK BEGINNING END BY DATE DATE BOCC Action: Authorization to proceed with Whitted 2nd Floor 5/7/13 5/7/13 "A" building as permanent meeting space for Orange County Government BOCC Action: Authorize the Manager to proceed with site work 6/18/13 6/18/13 design, bid and award for construction during the summer and fall months of 2013 Site work construction document prep, bid advertisement (one month 7/01/13 8/1/13 process) Site work construction (est. 1.5 months) 8/15/13 10/1/13 Interior upfit construction document prep, bid advertisement (2 month 7/1/13 8/31/13 duration) BOCC Action: Approval of Interior Work Schematic Design; 9/5/13 9/5/13 authorization to prepare bid documents Interior work construction document prep, bid advertisement (2 month 9/18/13 11/18/13 duration) BOCC Action: Interior work bid award 12/17/13 12/17/13 Interior work construction (est. 4 month duration) 1/6/14 5/6/14 Grand Opening - first BOCC meeting - (estimated date) 6/3/14 6/3/14 Staff will communicate with the Whitted area neighbors regarding the construction of this exterior work. Educational signage will also be posted around the site to assist in awareness of the exterior work being done and its separate schedule from the interior work that is contemplated for the late winter and spring of 2014. FINANCIAL IMPACT: There is no financial impact for the phased approach to the project. 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 site package accounts for approximately $110,000 of this amount, including a contingency for unforeseen conditions. 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 Orange County Cultural Center (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 bid document preparation and bidding of the exterior site work (grading, paving, site lighting, site landscaping) in order that this work can be accomplished during the summer and fall months of 2013; and 2) Authorize the Manager to award the bid and sign the construction contract for the exterior site work during the summer break. 3 Yly i � F �•� y 1 � +' � .r .T ^., �` ^ � � `t •tip r i 5T s f[ PLAY FIELD F(�) r, AREA 5 l' + ,�. �• � AREA 4 ■ i y GYM, PA AND RE OFFICES AREA 6 ' < �� BUILDING 56 wBUILDING A B LQ�'' AREA 2 so AREA 1 � 4 0 l� Parking Summary I Area 1 75 Area 4 62 I Area 5 4 Area 6 56 1 Total 197 Existing Spaces wnita Building Parking Study Hillsborough, NC Y Phase I Whitted ParkingQ b Improvements 111M Corley redfoot architects Scale: 1'= 100' -0" June 3, 2013 rch,1— I n— I .nn-