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Home My WebLink AboutAgenda - 05-08-2014 - 7aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 8, 2014 Action Agenda Item No. 7 -a SUBJECT: Cedar Grove Community Center Project Update DEPARTMENT: Asset Management Services PUBLIC HEARING: (Y /N) No ( "AMS "), Department of Environment, Agriculture, Parks & Recreation ( "DEAPR ") ATTACHMENT(S): 1) Base Plan Site Plan 2) Alternate Plan Site Plan 3) Preliminary Cost Estimate Comparison 4) Alternate Plan Storage Illustrative 5) PowerPoint Presentation Located at http : / /orangecountync.gov /AssetMg mt /index.asp PURPOSE: To: INFORMATION CONTACT: Jeff Thompson, (919) 245 -2658 David Stancil, (919) 245 -2522 Steve Brantley, (919) 245 -2326 1 1) Confirm the project plan as approved in the FY2013 -14 Capital Investment Plan and presented to the Board of County Commissioners during the November 12, 2013 and March 11, 2014 work sessions (Attachment 1, "Base Plan "); or 2) Amend the project plan by directing staff to maintain the classroom wings for future occupancy and /or minimally conditioned storage available for both County department and County tenant use (Attachment 2, "Alternate Plan "); or 3) Provide new direction to staff. BACKGROUND: On November 12, 2013, County staff and its project designer, MBAJ Architecture, presented the schematic design of the Cedar Grove Community Center for the Board's comment and feedback. Staff and designer also presented a cost benefit analysis of the "mothball" option of the two classroom wings. The November 12, 2013 presentation was the capstone event of the work performed by the designer, staff and the Resident Advisory Work Group through the summer and early fall of 2013. This group worked in a diligent, thoughtful and productive manner to achieve consensus on a schematic design for the Board's review, comment, and, hopefully, authorization to move forward with construction document preparation and construction bidding in the spring- summer of 2014. 2 The following joined Commissioners Barry Jacobs and Renee Price as members of the Resident Advisory Work Group: Melinda Bradsher Luther Brooks Sue Florence Jacqueline McConnell -Graf Nancy Graves Malcolm Hester Sucovis Hester Vivian Herndon Latta Sheila Vanhook McDonald David Ogburn Clifford Rogers Roger Traynham Brenda Vanhook Hattie Vanhook Cumilla White Staff and the designer provided additional information and responses to Board questions and concerns during the March 11, 2014 work session. The feedback from the Board during these two work sessions are reflected in two options for the Board's consideration: Base Plan: Approximately 13,600 usable square foot community center, deconstructed classroom wings, park & ride lot with bus shelter, including the additional 720 square foot class rooms space as discussed during the March 11, 2014 work session (see Attachment 1, "Base Plan "). Alternate Plan: Base Plan plus the "mothball" renovation option for the classroom wings for potential future use as well as interior wing renovations for County department or County tenant storage (see Attachment 2, "Alternate Plan "). The preliminary cost estimate comparison of both plans is reflected in the Attachment 3. The Board may recall asking for more information with regard to immediate storage within the classroom wings should the Alternate Plan be selected to move forward with in design. The County has an immediate need for recycling roll cart storage and additional conditioned records storage space. A County tenant, the Piedmont Food and Agricultural Processing Center ( "PFAP "), located at 300 Valley Forge Road in Hillsborough, is requesting additional dry storage to accommodate its growth and program success. Attachment 4, "Alternate Plan Storage Illustrative ", illustrates these potential needs and the storage spaces that could accommodate the needs. Steve Brantley, Director of Orange County Economic Development, will present the possible economic development impacts of such a use for PFAP and Orange County. Should the PFAP storage spaces be approved by the Board in concept, staff will work with PFAP on a rental use and rate structure to be presented to the Board at a point in the future. Should the Board approve moving forward with the Base Plan for this project, the general development timeline would be as follows: TASK PROPOSED BEGINNING DATE END BY DATE BOCC Action: Approval of either Cedar Grove Base Plan or Alternate Plan 5/8/14 5/8/14 BOCC Action: Final approval of bid documents prior to bid 9/16/14 9/16/14 Project final design, bid document preparation 9/17/14 10/10/14 Project Bid process 10/10/14 11/13/15 BOCC Action: Bid Award 12/9/14 12/9/14 Construction, Commissioning, Opening (est. 8 months duration) 1/15/15 8/30/15 3 Should the Board choose moving forward with the Alternate Plan, an additional two months would be required for the design phase of the project. Concurrent to the design efforts, staff will moderate a process with regard to programming needs and interests. FINANCIAL IMPACT: The Board approved the FY2012 -17 Capital Investment Plan ( "CIP ") that included $250,000 in FY 2012 -13 for deconstruction of sections of the facility in preparation for the future use on the site. The Board also approved $2.0 million in FY2014 -15 for the design and construction of the new facility that, when combined with the $250,000 authorized in FY 2012 -13, brings the total project capital budget to $2,250,000. Should the Board approve the Base Plan, the cost of the project is estimated at $2,363,526. Estimated additional funds of $113,526 would need to be appropriated to the project. This total project cost includes the additional classroom space discussed in the March 11, 2014 work session, the potential park and ride lot shelter, and an increased construction contingency amount (15 %) driven by the forecast increased construction costs as the economy continues to improve. Should the Board approve the Alternate Plan, the cost of the project is estimated at $3,072,226. Estimated additional funds of $822,226 would need to be appropriated to the project. This total project cost includes the additional elements discussed above in the Base Plan, plus the estimated $708,700 needed for the Alternate Plan additional scope. This scope also includes an estimated $75,000 for a dock door system to be installed for the potential PFAP or other tenant use. RECOMMENDATION(S): The Manager recommends the Board: 1) Confirm the project plan as approved in the FY2013 -14 Capital Investment Plan and presented to the Board of County Commissioners during the November 12, 2013 and March 11, 2014 work sessions ( "Base Plan "); or 2) Amend the project plan by directing staff to maintain the classroom wings for future occupancy and /or minimally conditioned storage available for both County department and County tenant use ( "Alternate Plan "); or 3) Provide new direction to staff. 444.78' _ 4 ATTACHMENT 1 �— —� _�.-- _ — N8_400124- E Fol 1. o . v 1 w s CONNECTION TO WALKING ' TRAIL a o� o . 1 I o 1 Aim I � P X�E 1� OPOL __1- - - -- -- MEM CONNECTION It 1 TO WALKING ` TRAIL p4AZP . 1 . Preliminary Cost Estimate - Base Plan General Conditions 172,712 Deconstruction & Abatement 294,881 Renovation 1,029,247 Site Work 253,255 Audio Visual 20,000 Construction Total 1,750,095 Construction Contingency (15 %) 262,514 Professional Fees 173,500 Cultural & Archaeological Study 5,000 Construction Materials Testing 15,774 Permits and Fees 2,000 Audio Visual 20,000 Signage 3,500 Furniture, Fixtures and Equipment 94,643 Additional Classroom 29,000 Park & Ride Shelter 7,500 Base Plan Total 2,363,526 Current Appropriation 2,250,000 Additional Funds Requested 113,526 Total Project Cost per Usable Square Foot 173 Attachment 3 6 Preliminary Cost Estimate - Alternate Plan General Conditions 172,712 Deconstruction & Abatement 294,881 Renovation 1,029,247 Site Work 253,255 Construction Total 1,750,095 Construction Contingency (15 %) 262,514 Professional Fees 173,500 C &A 5,000 CMT 15,774 Permits and Fees 2,000 Audio Visual 20,000 Signage 3,500 Furniture, Fixtures and Equipment 94,643 Additional Classroom 29,000 Park & Ride Shelter 7,500 Classroom Wing Mothball Work 579,900 Classroom Wing Design Fees 28,800 Storage Improvements 100,000 Mothballed Wings /Storage Total 708,700 Alternate Plan Total 3,072,226 Current Appropriation 2,250,000 Additional Funds Requested 822,226 Mothballed Wings /Storage Cost per Usable Square Foot 50 COMMUNITY CENTER AREA ATTACHMENT 4 CEDAR GROVE FACILITY CURRENT GROSS SQUARE FOOTAGE: 30,782 EXISTING WELL HOUSE GROSS SQUARE FOOTAGE (15,491 SQFT) b TO REMAIN PFVFF USABLE SQUARE FOOTAGE (13,694 SQFT) I@ is COAL BIN (TO BE REMOVED) 1.. 7 POTENTIAL STORAGE AREAS POTENTIAL STORAGE AREAS = GROSS SQFT (15,291) POTENTIAL STORAGE AREAS = USABLE SQFT (14,228) J PFAP (4,386 SQFT) ® DEAPR ( 1,462 SQFT) RECORDS STORAGE (4,320 SQFT) - ROLL CARTS (2,160 SQFT) STORAGE AREA CORRIDORS (1,900 SQFT)