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HomeMy WebLinkAboutAgenda - 09-05-2013 - 5tORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 5, 2013 Action Agenda Item No. 5 -t SUBJECT: Rogers Road Community Center Bid Award Authorization DEPARTMENT: Asset Management Services PUBLIC HEARING: (Y /N) No ATTACHMENT(S): Zoning Compliance Permit INFORMATION CONTACT: Jeff Thompson, (919) 245 -2658 Michael Talbert, (919) 245 -2308 1 PURPOSE: To extend the Manager's authorization to award the construction bid and execute the construction contract up to the Board authorized capital project amount of $650,000 for the Rogers Road Community Center. BACKGROUND: On April 9, 2013, the Board of County Commissioners approved schematic plans for the Rogers Road Community Center and authorized the County Manager to generate construction documents, bid, and award the construction contract for the project through the summer break. The project is currently out to bid, with sealed bids currently scheduled to be opened on September 17, 2013. Reasonable delays in the necessary Zoning Compliance Permit (ZCP) preparation (which was ultimately issued on August 7, 2013 and is attached) altered the final ZCP compliant bid documents, which, in turn, delayed the issuance of the bid advertisement. Staff requests the extension of the authorization for the Manager to award the bid in order that the project can begin as soon as possible in order to complete the necessary site work in the late summer and fall months in order to avoid potential construction delays caused by potential winter inclement weather. The ground lease with Habitat for Humanity has been approved and an Operating Agreement with the Rogers Eubanks Neighborhood Association ( "RENA ") is scheduled fort Board approval at the September 17, 2013 regular meeting. 1 The following timeline represents the delivery of the overall project: TASK PROPOSED BEGINNING DATE END BY DATE Construction Bid Opening 9/12/13 9/12/13 BOCC Action: Execution of the Habitat Lease Agreement and RENA Operating Agreement 9/17/13 9/17/13 Bid Award, Execution of Construction Contract 9/20/13 9/29/13 Construction 6 month schedule), Opening 10/15/13 4/15/14 $650,000 Total Project Revenues $650,000 FINANCIAL IMPACT: The BOCC approved $650,000 for this project in FY2012 -13 and it is part of the current Capital Investment Plan. The previous Rogers Road Community Center Capital Project Ordinance, approved by the BOCC on November 20, 2012, reflected the appropriation as a Contribution to Habitat. The revised Capital Project Ordinance provides for appropriations as stated below: Rogers Road Community Center— Capital Project #10054 Revenues for this oroiect: Aaaroariated for this aroiect: Current FY FY 2012 -13 2012 -13 Amendment Revised Professional 2012 -13 $10,000 Revised Transfer from General Fund $650,000 $0 $650,000 Total Project Revenues $650,000 $0 $650,000 Aaaroariated for this aroiect: RECOMMENDATION(S): The Manager recommends that the Board extend the Manager's authorization to award the construction bid and execute the construction contract up to the Board - authorized capital project amount of $650,000 for the Rogers Road Community Center. Current FY FY 2012 -13 2012 -13 Amendment Revised Professional $0 $10,000 $10,000 Arch. /Engineering Contribution to Habitat $650,000 $650,000 $0 Construction $0 $640,000 $640,000 Total Project Appropriation $650,000 $0 $650,000 RECOMMENDATION(S): The Manager recommends that the Board extend the Manager's authorization to award the construction bid and execute the construction contract up to the Board - authorized capital project amount of $650,000 for the Rogers Road Community Center. K TOWN OF CHAPEL HILL Planning Department �. 405 Martin Luther King Jr. Blvd. Chapel Hill, NC 27514 -5705 phone (919) 968 -2728 fax (919) 969 -2014 www.townofchapelhiR.org THIS CERTIFIES THAT A ZONING COMPLIANCE PERMIT HAS BEEN ISSUED TO Name of Applicant: Jeff Thompson, Orange Count Name of Development: Phoenix Place Clubhouse For: Construction of a new clubhouse adding 4,000 square feet of floor area and, in accordance with approved plans, dated May 15, 2013 and as revised, on file in the Chapel Hill Planning Department. Location: 101 Edgar Road and identified as Orange County Property Identifier Numbers 9870 -54 -8310 and 9870 -54 -8317 and Number 201304241 Zoning: Residential -1 (R -1) Construction Conditions 1. During the construction phase, additional erosion and sediment controls may be required if the proposed measures do not contain the sediment. Sediment leaving the property is a violation of the Town's Erosion and Sediment Control Ordinance and state law. 2. We recommend that adjustments to the tree protection fence to accommodate the roof drains and storm drain outlets on the west side of the building as needed. Prior to any site clearing, a pre - construction conference must be held with the Town's Landscape Architect (919 -969- 5114) to inspect the required tree protection fencing. All tree protection fencing will be installed to Town standards. 3. Orange County Solid Waste supports roll carts and individual recycling containers in lieu of larger box containers for MSW and recycling. 4. These carts and containers would be housed in an appropriately screened corral on the property, whose location would be approved by Chapel Hill and Orange County. 5. RENA personnel would deliver the containers to the curb along Edgar Street on collection day and would place them back in the corral after collection. 6. The RENA- Orange County Operating Agreement would stipulate: a) RENA would contract with a private hauler (i.e. Republic) for the provision of the containers and curbside service in perpetuity; b) The Agreement would prohibit RENA from applying for future dumpster infrastructure and service through Chapel Hill and Orange County; n c) That RENA would incorporate standard MSW and recycling rules and procedures within its own operations protocols. 7. Dumpster and recycling corral to be located on all - weather hard surface with screening at a minimum of 4 feet in height. 8. Prior to issuance of Building Permit, a detail of the proposed screening shall be submitted for review and approval. 9. We recommend that a non - invasive evergreen shrub species be substituted for Dwarf Butterfly Bushes, which is recognized as an invasive exotic plant. 10. It will be necessary to install curb stops, three feet from the front of each parking space, to prevent vehicles from encroaching on the landscape plantings. 11. It will be necessary to have an eight foot landscape entryway buffer strip between the edge of the property and the first parking space. 12. Submit a cost estimate to Larry Tucker in the Town of Chapel Hill Engineering Department to determine the bond amount for the work in to be done in the public right -of -way. If the cost exceeds $10,000, the applicant will be required to provide a bond. 13. Forward at least 3 sets of plans to the Engineering Department for stamping and contact Larry Tucker in the Town of Chapel Hill Engineering Department to apply for an Engineering Construction Permit. 14. That prior to any proposed street lane closure it will be necessary for the applicant to contact the Town of Chapel Hill Traffic Division of Public Works (919 969 -5100) to provide a work zone traffic control plan and apply for a lane closure permit. 15. Prior to issuance of a Building Permit, it will be necessary to submit Chapel Hill standard details for curb and gutter in the public street, the proposed curb cut (street -type) , the proposed curb inlet, sidewalk, and a pavement patch detail for repairs to Edgar Street. 16. It will be necessary for the proposed catch basin, near the intersection of Edgar Street and Purefoy Road, to be constructed as a curb inlet instead. 17. Prior to issuance of a Building Permit, it will be necessary to submit Chapel Hill standard details for the pavement design for the parking lot 18. It will be necessary to provide detailed information on the location of the nearest fire hydrant to the site, indicating the distance to the proposed building prior to issuance of a Building Permit. 19. As per the adopted Town of Chapel Hill Design Manual, no more than 20 percent of the proposed parking spaces may be compact spaces. 20. It will be necessary to provide Town of Chapel Hill standard handicapped ramps at the driveway entrances. 5 21. Prior to issuance of a Building Permit, it will be necessary to provide a Fire Flow Report, signed and sealed by a professional engineer licensed in North Carolina, indicating compliance with the Town's standards. 22. If a commercial kitchen is proposed, it will be necessary to provide Orange County Health Approvals as part of the Building Permit application. 23. We recommend that the proposed crosswalk pavement markings at the driveway entrance be removed from the plans. 24. Prior to a Building Permit it will be necessary to provide a Construction Management Plan to show staging areas, construction trailer location and address construction personnel parking. 25. Please see the attached OWASA letter. 26. It will be necessary to submit revised plans prior to issuance of a Building Permit, indicating the location of the silt fence, the construction entrance, and the silt fence location. Please include filter fabric detail to be located under the riprap. 27. It will be necessary to submit revised grading plans, prior to issuance of a Building Permit. Reviewed/Approved: Administration X Date: August 7, 2013 Issued By: Judy Johnson Cc: Mike Taylor Emily Cameron Ernest Odei -Larbi Nick Parker Dace Bergen Jeff Scouten Patric Le Beau /-�77\ ORANGE WATER AND SEWER AUTHORITY OWMAA public, non- profit agency providing water, sewer and reclaimed water services to the Carrboro- Chapel Hill conwnfnity. August 7, 2013 Ms. Judy Johnson Town of Chapel Hill — Planning Department 405 Martin Luther King Jr. Blvd Chapel Hill, NC 27514 -5705 Subject: RENA Community Center Revised drawings, dated 7129113, were received at this office on 8!5!13 and reviewed by staff of Engineering and Planning. We offer comments as follows and require revision to the drawings before they can be approved by OWASA for construction. • Show all existing water and sewer service lines which will not be used and call out abandonment at the public water main and manhole where they connect. • Confirm that a 3 -inch meter is needed to meet the expected water demand at the facility. • Shift water service lines to the south side of the retaining wall (or shift wall). There doesn't appear to be adequate space for installation and future maintenance of meter vault between wall and property boundary. • Show meter vault with accurate dimensions per OWASA standard detail and include easement extending 5 ft around meter vault. An easement will be required if the meter vault will be located on private property. • Include specific details concerning pipe sizes and materials for water services and me u e a app icabie OWASA standar_ detai s. • Include profile of new storm drain pipe where it is proposed to cross existing water main in Edgar Street. • Provide calculations used to determine size of grease interceptor and include OWASA's standard detail #537.01. Please have the applicant revise and send one hard copy set to OWASA for further review. You may contact me, by telephone at 919 537 -4201 or email to nparkerCa)owasa.org, if you have questions. Rp pl-L uli Nick Parker Engineering Associate ec: Todd Spencer, P.E. — OWASA Gene Poveromo —Town of Chapel Hill 400 Jones Ferry Road Equal Opportunity Employer (919) 968 -4421 Carrboro, NC 27510 -2001 Printed on Recycled Paper N "vw.owasa.org