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HomeMy WebLinkAboutAgenda - 02-19-2008-4hORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 19, 2008 Action Agenda Item No. SUBJECT: Contract with RB Engineering, Inc. for Structural Engineering Services to Stabilize and Repair Barns at Future Park Sites DEPARTMENT: Purchasing, ERCD PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Letter of Proposal Photos Contract INFORMATION CONTACT: Pam Jones, 245-2650 David Stancil, 245-2590 Tina Moon, 210-2595 PURPOSE: To consider authorizing the Chair to execute a contract with RB Engineering, Inc. to conduct engineering work, prepare construction drawings and specifications, and perform inspection services for two barns: the future New Hope Park at Blackwood Farm (former Herbert Blackwood farm) and the future Twin Creeks District Park (former John Henry Cate farm). BACKGROUND: As part of the preparation of estimates for the stabilization and long-term renovation of the buildings at county-owned park properties, ERCD staff asked RB Engineering, Inc., to evaluate the two large barns, (the pole barn at the future New Hope Park at Blackwood Farm and the gambrel roof dairy barn at the future Twin Creeks Park), in January and February of 2007. The focus of this evaluation was two-fold 1) to identify and address immediate structural issues and 2) to begin to consider the requirement and associated costs with long-term stabilization and for potential re-use, particularly of the loft, space in the Cate Barn. The County purchased both properties in 2001 for future park use. The former Blackwood Farm is envisioned as a low-impact park with an historic, agricultural and environmental theme, whereas the Cate Farm will become part of the Twin Creeks District Park, planned to include a multi-purpose athletic complex with active playing fields and rustic trails and meadow areas. Collectively the two former farmsteads contain two houses and more than sixteen outbuildings. Stabilization work for some of the Blackwood Farm outbuildings was performed in 2005. Many of these structures have historical significance, which is a particular expertise of RB Engineering, Inc. RB Engineering, Inc. has inspected over 1200 structures over the last six years and has prepared similar types of structural repairs for foundations and framing on more than 200 projects. The firm has experience working with government-sponsored projects, including the Orange County Land Trust, and was hired in November of 2007 to perform structural engineering services for emergency structural and foundation needs at the Blackwood Farm House. 2 The subject barns are the most visually prominent outbuildings at both farms and are in serious disrepair. The Blackwood Farm structure had to be enclosed with fencing to allow safe access during the Jazz Festival. The Cate Barn at Twin Creeks has the potential to become a liability for students attending the new Morris Grove Elementary School (#10) who may wander onto the park site. For these reasons, the Board is requested to exempt this project from the normal selection process for architectural/engineering services as provided in GS 143-64.32. Assuming a February 19, 2008 approval date, the contract work would begin during the early spring - focusing on the emergency stabilization of the Cate Barn first and the more long-term repairs to the Blackwood Barn second. Once the construction documents are prepared, staff will solicit proposals from contractors interested in completing the work. A recommendation will be presented for the Board's consideration following staff review and evaluation of the submittals. Work will be conducted using previously appropriated funds from the adopted Capital Investment Plan (CIP). The purpose of this item is to authorize RB Engineering to conduct and complete structural engineering services to ensure the survival of these two important structures. Additional repairs to the houses and outbuildings as well as regular maintenance needs have been identified, with cost estimates, and some additional funds are included in the proposed 2008-2018 CIP. FINANCIAL IMPACT: The price of the services to be conducted for the two barns is $20,000. A cost proposal outlining more specifically the services to be provided is attached to this abstract. (A maximum of $22,000 includes up to $2,000 for additional services, should the need be.determined as the project progresses). Building stabilization funds were appropriated to the two farms both in 2003 and in FY 2004- 2005, and there is currently $132,500 available for the Blackwood Farm and $125,000 for the Cate Farm. To date, $32,612 of this amount has been approved for building repair at the Blackwood Farm--$26,912 for stabilization work on the 1820s chimney and six of the smaller outbuildings, and $8,750 for engineering services for emergency structural repairs on the Blackwood House. RECOMMENDATION(S): The Manager recommends that the Board authorize a contract with RB Engineering, Inc. as cited herein and exempt this project from the qualifications based selection process for architects and engineers as provided in G.S. 143-64.32; and authorize the Manager to sign on behalf of the Board, subject to final review by staff and County Attorney. 3 RB ENGINEERING, INC. - ENGINEERING PROPOSAL 168 QUADE DRIVE, CARY, NORTH CAROLINA 27513 TELEPHONE: (919) 677-9662 - FAX: (919) 677-9663 E-MAIL: RBITTLERRRBENGINEERING.COM WEBSITE: WWW.RBENGINEERING.COM Orange County - Environmental & Resource Conservation January 25, 2008' 306-A Revere Road / PO Box 8181 Hillsborough, North Carolina 27278 Attn: Ms. Christina Moon Re: Proposal for Engineering Services: Stabilization of two existing barn structures - • Structural repairs - stabilization option: Cate Farm Barn @ 7906 Old NC 86 in Orange County, North Carolina • Structural repairs: Blackwood Barn @ 4215 New NC 86 in Orange County, North Carolina Dear Ms. Moon, RB Engineering, Inc. is pleased to submit this proposal for professional engineering services in response to your Request for Proposal (RFP). As you are aware, I performed a site visit of the subject barn structures one year ago to evaluate their structural condition. I revisited the barn sites on January 18, 2008 to assist with the preparation of this proposal. The physical condition of the barns has continued to deteriorate and will continue to deteriorate at an accelerated rate until properly repaired. I appreciate this opportunity to work with you and hope you find our proposal acceptable. Understanding of the Scope of Work It is RB Engineering, Inc.'s understanding that the engineering services to be included in this assignment will generally include: • Attend a site meeting with the owner representatives to review project objectives and to solicit input and expectations. Perform site inspections, as necessary, to document the existing physical condition and identify existing structural issues. • Evaluate existing structural issues and determine appropriate structural repairs to meet project objectives. Prepare a proposed structural repair plan and project specifications. • Attend a pre-bid meeting with contractors and owner. • On an as needed basis, perform limited construction inspections to address any construction related structural issues. • Perform a final inspection to ensure that the proposed repairs were performed in accordance with the contract documents and that the structural repairs are functioning as intended. The following items are specifically excluded from our anticipated scope of work and this engineering proposal: material testing, soil testing, electrical, mechanical, full construction inspection services, project management, and bidding process. RB ENGINEERING, INC. - ENGINEERING PROPOSAL Page 2 January 25, 2008 The primary purpose of our involvement will be to determine structurally appropriate repairs to address the existing structural issues and to prepare repair plans and project specifications. During the construction phase of the project, we will assist on a limited and as-needed basis to ensure that work is being performed in a structurally acceptable manner. Qualifications RB Engineering, Inc. is a structural engineering firm based in Cary, North Carolina and included with this proposal you will find my resume and a structural project list. In addition to being qualified to perform this assignment from a structural engineering perspective, our company also provides you with the following additional project benefits: • Since I will be acting as the project engineer, a Professional Engineer will be actively involved with every aspect of the repair project. • RB Engineering, Inc. has extensive experience with foundation and floor repairs, including repair methods and procedures. • RB Engineering, Inc. has excellent working relationships with several local foundation and repair contractors. • RB Engineering, Inc. has a working knowledge of local site conditions. Labor & Expenses Our lump sum fee for consulting structural engineering to prepare repair plans and project specifications in accordance with this proposal is $20,000 - with a project breakdown as follows: • $7,500 - Cate Barn (stabilization option) • $12,500 - Blackwood Barn Also, this proposal includes a contingency amount of up to $2,000 for any additional engineering services beyond the scope of this report that are determined to be necessary as the project progresses for a maximum proposal amount of $22,000. The additional services would be billed at a $125 hourly rate. This proposal includes the following list of tasks that will be performed by RB Engineering, Inc. in order to meet the objectives of the assignment: • Initial site (scoping) meeting with owner representatives • Structural inspections • Structural evaluation and repair design • Preparation of repair plans and project specifications • Provide construction documents to owner and attend a pre-bid meeting • Limited construction inspections to address any structural issues • Final inspection Invoicing of engineering labor and expenses for engineering reviews on this assignment will occur on the following basis: 25% due at the start of the project 65% due by the pre-bid meeting 10% due at the completion of the project RB ENGINEERING, INC. Page 3 Schedule ENGINEERING PROPOSAL 5 January 25, 2008 The anticipated time required in preparing both of the barn repair plans is approximately 3 to 4 months from the time in which we receive formal authorization (NTP) from you to proceed. Results As stated previously in this proposal, the primary purpose of our involvement will be to determine structurally appropriate repairs to address existing structural issues. This proposal has been written as a designibid project with RB Engineering, Inc. primarily handling the. inspection/design aspect of the project and the building owner primarily handling the bid/construction aspect of the project. At the completion of our design work, we will provide you with an engineered set of construction documents, which qualified repair contractors . may competitively bid upon. Thank you again for the opportunity to submit this proposal. We look forward to working with you on this assignment. Should you have any questions or concerns regarding this proposal, please feel free to contact me at any time. Respectfully submitted, Ron Bittler, PE RB Engineering, Inc. Owner/President Herbert Blackwood Farm - Barn South & West Elevations (Front) North & East Elevations (Back) Cate Farm - Dairy Barn North & West Elevations 7 South &West Elevations 8 NORTH CAROLINA ORANGE COUNTY SERVICES AGREEMENT THIS AGREEMENT, is made and entered into this _ day of , 2008 by and between Orange County, North Carolina (the "County") party of the first part; and RB Engineering, Inc., (the "Provider"), party of the second part; WITNESSETH: For the purpose and subject to the terms and conditions hereinafter set forth, the County hereby contracts for the services of the Provider, and the Provider agrees to provide the services to the County in accordance with the terms of this Agreement. 1. TERM: The term of this Agreement shall be from the date herein above and shall terminate on August 15, 2008. The completion dates for the services herein shall be as follows: February 20, 2008 through May 20, 2008 - Cate Farm Barn May 1, 2008 through August 1, 2008 - Blackwood Barn Dollar Amount ($22,000) II. MAXIMUM AMOUNT PAYABLE III. SERVICES 1. Provider agrees to provide the following services: Provider shall perform each and every bulleted item as contained in the "Understanding of the Scope of Work" section of the "Engineering Proposal" submitted to the County from Provider that is attached hereto as Exhibit A and incorporated herein by reference to the same. Provider shall not sub-contract out any of the services provided for in this Agreement without prior written approval of the County. IV. PAYMENT Provider shall submit an invoice for services provided. The invoice shall contain Provider's name and federal tax identification number and shall be signed and dated by an officer of Provider. It shall detail services provided in payment requests. The County will make payments to Provider upon receipt of and approval of the invoice by the purchasing department. V. RELATIONSHIP OF PARTIES Provider is an independent contractor of the County. Provider represents that it has or will secure, at its own expense, all personnel required in performing the services under this Agreement. Such personnel shall not be employees of or have any contractual relationship with the County. All personnel engaged in work under this Agreement shall be fully qualified and shall be authorized or permitted under state and local law to perform such services. It is further agreed by Provider that he shall obey all State and Federal statutes, rules and regulations which Page 1 of 3 I are applicable to provisions of the services called for herein.. Neither Provider nor any employee of the Provider shall be deemed an officer, employee or agent of the County. VI. CANCELLATION This Agreement may be cancelled by Provider upon thirty (30) days' written notice to the County, and the County may terminate this agreement upon thirty (30) days' written notice to Provider. VII. INSURANCE REQUIREMENTS Provider shall obtain, at his sole expense, all insurance as required by the County's Risk Manager and shall not commence work until such insurance is in effect and certification thereof has been received by the County's Risk Manager. Such insurance shall name the County as Additional Insured under both General Liability and Auto Liability policies. VIII. INDEMNIFICATION Provider agrees to defend, indemnify, and hold harmless the County, for all loss, liability, claims or expense (including reasonable attorney's fees) arising from bodily injury, including death or property damage, to any person or persons caused in whole or in part by the negligence or misconduct of the Provider, except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this section to require Provider to indemnify the County to the extent permitted under North Carolina law. County agrees to defend, indemnify, and hold harmless the Provider, for all loss, liability, claims or expense (including reasonable attorney's fees) arising from bodily injury, including death or property damage, to any person or persons caused in whole or in part by the negligence or misconduct of the County, except to the extent same are caused by the negligence or willful misconduct of the Provider. It is the intent of this section to require County to indemnify the Provider to the extent permitted under North Carolina law. IX. NON-ASSIGNMENT Provider shall not assign this Agreement, including rights to payments, to any other party without the prior written consent of the County. IX. ENTIRE AGREEMENT The parties have read this Agreement and agree to be bound by all of its terms, and further agree that it constitutes the complete and exclusive statement of the Agreement between the parties. Page 2 of 3 10 XI. GOVERNING LAW Both parties agree that this Agreement shall be governed by the laws of the State of North Carolina. ORANGE COUNTY, NORTH CAROLINA By Date RB Engineering, Inc. By Date (Mailing Address) This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. FINANCE OFFICER (Federal Tax ID#) Page 3of3