HomeMy WebLinkAboutAgenda - 04-05-2016 - 7-b - Award of Environment & Agriculture Center Professional Services Agreement 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 5, 2016
Action Agenda
Item No. 7-b
SUBJECT: Award of Environment & Agriculture Center Professional Services Agreement
DEPARTMENT: Asset Management Services
("AMS"), Department of
Environment, Agriculture,
Parks & Recreation
("DEAPR"), Finance and
Administrative Services
ATTACHMENT(S): INFORMATION CONTACT:
1) EAC Facility Fact Sheet Jeff Thompson, 919-245-2658
2) HH Architecture Professional Services David Stancil, 919-245-2522
Proposal Gary Donaldson, 919-245-2453
David Cannel!, 919-245-2651
UNDER SEPARATE COVER— Only
Available Electronically
3) Agreement Set located at:
http://www.oranoecountync.00vIdep
artments/purchasin_q division/eac.p
df
PURPOSE: To:
1) Authorize Orange County to enter into a Professional Services Agreement with HH
Architecture of Raleigh, NC for design services for the Environment & Agriculture Center
(EAC) capital project upon final review of the County Attorney; and
2) Authorize the Chair to execute the Agreement and any subsequent design amendments
for contingent and unforeseen design requirements on behalf of the Board.
BACKGROUND: On September 10, 2015 Orange County received responses to its Request
for Qualifications ("RFQ") issued on August 18, 2015 for professional design services for the
Environment & Agriculture Center capital project in accordance with North Carolina
Procurement Law and the Federal Mini-Brooks Act governing the selection and procurement of
professional services firms. The facility is contemplated to be designed from April 2016 through
the fall of 2016.
Staff reviewed responses from the nine (9) firms listed below. A staff panel consisting of
representatives from DEAPR, Economic Development, Cooperative Extension, Farm Services,
2
Soil and Water, the Commission for the Environment, and AMS evaluated the RFQ responses
and interviewed the highlighted*firms in October:
Boomerang Design
ESPA Architects and Planners
Frank Harmon Architect
HH Architecture*
Hobbs Architects, PA*
Innovative Design*
MHA Works
RND Architecture
Smith Sinnett Architecture*
The staff panel selected HH Architecture to enter into fee negotiations with the County based
upon the firm's experience, portfolio of work, and the interview. Staff has negotiated an initial
basic services fee for design services (see Attachment 2, "HH Architecture Professional
Services Proposal") of $249,800, which includes significant stakeholder design input, an
extensive cost-benefit study comparing a major renovation to a deconstruction/new construction
process, and standard architectural and engineering design services.
The estimated development timeline for this project is as follows:
TASK ESTIMATED TIMEFRAME
Approval of professional services agreement for Project Designer April, 2016
Project Design Stakeholder Input Spring - Summer, 2016
Schematic design review and approval Fall, 2016
Final design review and approval, bid document preparation Winter - Spring, 2017
Project Bid process, bid award Spring, 2017
Construction, Commissioning, Opening (est. 8-9 month duration) Summer, 2017-Spring,
2018
FINANCIAL IMPACT: The Board appropriated $300,000 in professional services funds within
the FY2015-16 Capital Investment Plan ("CIP"). The Board is contemplating additional project
funds of $3,149,500 in year two of the FY2016-21 CIP for the construction administration work
of the designer, other professional services, construction, and the acquisition of furniture,
fixtures and equipment to complete the project.
SOCIAL JUSTICE IMPACT: The following Social Justice Goals are applicable to this agenda
item:
• GOAL: FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND
INEQUITY
The fair treatment and meaningful involvement of all people regardless of race or color;
religious or philosophical beliefs; sex, gender or sexual orientation; national origin or
ethnic background; age; military service; disability; and familial, residential or economic
status.
3
• GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY
The creation and preservation of infrastructure, policies, programs and funding necessary
for residents to provide shelter, food, clothing and medical care for themselves and their
dependents.
• GOAL: ENABLE FULL CIVIC PARTICIPATION
Ensure that Orange County residents are able to engage government through voting and
volunteering by eliminating disparities in participation and barriers to participation.
RECOMMENDATION(S): The Manager recommends the Board:
1) Authorize Orange County to enter into a Professional Services Agreement with HH
Architecture of Raleigh, NC for the design services for the Environment & Agriculture
Center capital project upon final review of the County Attorney; and
2) Authorize the Manager to execute the initial Agreement and any subsequent design
amendments for contingent and unforeseen design requirements on behalf of the Board.
Attachment 1
ENVIRONMENT &AGRICULTURE CENTER 4
306 REVERE ROAD
HILLSBOROUGH
Ownership: Owned
Year Built: 1960
Year Added: 1985
Property Total(Est.Acres):3.84* t `�h,
Jim
Gross Square Footage(Est.): 19,087 ,� ICI _ I ��_ r
"Additional County facilities located on same parcel. ----
Building Notes
Original grocery store and adjoining"green stamp"store. Complete renovation in 1987 for occupancy by County.
Lighting upgrades 1998. Porch enclosed in 2000 to provide office space for then new Environment and Resource
Conservation Department. Planning& Inspections and Environmental Health relocated to West Campus Office
Building, November 2009.
Property Information: Aerial View of Property and Building
Address: _111`�' ,'ellit`: .i .'
306 REVERE ROAD " 7,4 •1-' ,
HILLSBOROUGH, 27278 j
PIN: ,b
9864896332 `
Zoning District: , /)1441/y.
:::;0MMERC1
Y
II $2,525,400.00 0,•4' \ r
/ . ,, \..
ENVIRONMENT 8 AGRICULTURE CENTER
?•' 306 REVERE ROAD
1960(19087 sqft)
Occupants/Operators: .. ;
DEAPR _ 'l ..• �'
Cooperative Extension `
Farm Service Agency ! ,fr_
Soil&Water Conservation �frSA ,
FHA Inspections . '�
Records Storage • { , f; _
'' 3 81 Acres -.:r
el
:
!IlliktiON,,,,,,.. .,...,,r,' C ... ,, Mfrit. . r I •
•
A;: I
V i,
C-47
Attachment 2 7 5l W"t¢PhIMN4yFord5C-rr4LY RALLIrh 1.1,40dIli FA 1,, 1¢kA476 1 5
lo 818 ..,3C1 HA_ 919 828 2:Sr1;:1 F/H, 190.4 Algr.E4.alOM
MINE
March 1, 2016
Jeffrey E. Thompson
Director, Asset Management Services
Orange County Government
131 West Margaret Lane, Suite 300
PO Box 8181
Hillsborough, NC 27278
Sent via email to:jethompson @orangecountync.gov
Re: Orange County Environment and Agriculture Center
HH Project#: 15-082
Dear Jeff,
HH Architecture is pleased to present this proposal for the design of the new Orange County
Environment and Agriculture Center.
1. Scope:
We propose to include architectural and engineering services for the design of a new
Environment and Agriculture Center(EAC)that will replace the current facility located at 306
Revere Road, Hillsborough, NC. The new facility will be located on the same site as the existing
facility.
The facility will include divisions of the Department of Environment, Agriculture, Parks &
Recreation (DEAPR), the local Cooperative Extension Office, Soil and Water Services, the local
Farm Services Agency, and the local Forestry Service operations office. The facility will also
include meeting spaces, a demonstration kitchen, and outdoor demonstration areas. The existing
building is currently approximately 17,000 square feet. The new facility is anticipated to become
more efficient and therefore is planned to be an approximately 13,000 sf single-story building.
The construction budget is set at approximately$3,047,000.
For this project, the Owner intends not to pursue a Triangle J High Performance rated building,
but rather utilize the Triangle J High Performance Guidelines (v1.0, 2001)as a guideline only, and
shall in no way imply that actual Triangle J points or any level of Triangle J certification process
are being pursued. Because no level of actual Triangle J certification is being pursued,
documentation procedures are not included as a part of the consultant's work.
6
Preliminary Study Scope
In this preliminary study phase, the design team will consider options to replace the existing
structure with a new structure, or to use a partial adaptive re-use of the existing facility. This
phase has been proposed in order to evaluate the owner provided facility assessments and to
make recommendations on the feasibility of new construction versus renovation. Phased and
occupied construction is being considered for either option.
• Orange County will provide structural assessments, geotechnical reports, environmental
and hazardous materials reports, roofing assessments, flow tests, and a site survey by
early January 2016.
• Design team will:
o Validate and evaluate the owner provided program
o Meet with stakeholders
o Evaluate option of adaptive reuse versus teardown
• Deliverables include:
o Rough cost opinions for both adaptive reuse and teardown scenarios
o Conceptual plans for both adaptive reuse and teardown scenarios
Basic Design Scope
At the conclusion of the preliminary study phase, the Owner will make a decision as to whether
they wish to renovate the existing facility or tear it down and build new. Once that decision has
been made, the Design Team will proceed with the design of the chosen option.
The scope of work for each discipline is as follows:
• Architectural design includes:
o Overall leader of the project
o Conduct meetings with Owner and stakeholders
o Provide design alternatives and assist with recommendations
o Provide code summary and compliance
o Coordinate all disciplines of design
o Present work at each of the phases listed in section 4
o Secure approvals from all AHJs
o Assist with questions
o Provide cost estimates at each phase
o Assist with bidding
o Oversee construction
o Oversee closeout
• Site/Civil design includes:
o Contact local permitting agencies to confirm code requirements for all site
development
o Provide the following:
• Renovation Scenario
• Assumes simple phased renovation of the existing building with
no increased building area
• New Construction Scenario
• Assumes phased construction with the ultimate building
conforming to current zoning requirements for building setbacks
7
• For both scenarios:
• The project will require no substantial change in parking and
driveway extents or configurations, nor addition of any landscape
islands
• Pavement overlay or other pavement remediation will be
included as needed
• Impervious surface area on the site will not be increased, but a
detailed accounting of impervious areas will be required
• Stormwater runoff patterns will not be changed on the site
• No documentation or design work will be required related to
perimeter buffers, for any new plantings, fences, or screens
• No tree survey or inventory of existing vegetation will be required
• No substantial change to the building's sanitary sewer or potable
water services, nor any new grease trap, will be required
• No new solid waste management facilities will be provided
• No new sidewalk will be provided along or to any public street
• A fire protection sprinkler supply main will be extended to the
building from the existing water main on east side of property
• No NCDOT review will be required
• Engineer's work will include necessary coordination and
approvals to secure a Zoning Compliance Permit from the Town
of Hillsborough for the project, based on staff-level administrative
reviews only
• Technical specifications for sitework will be included on
Engineer's drawings in Engineer's standard format
• Engineer will not take the lead on preparing the Solid Waste
Management Plan for the project, but will assist with site-related
aspects of this document as needed
• Project phasing information will be indicated on a single unified
set of Site Plan documents and a single unified set of
Construction Drawing documents. Separate phase-by-phase
documents and review processes will not be required
• Stormwater analysis and design is limited to surface collection
and roof drainage. Anything beyond this scope would require
additional fees (i.e. treatment, management, ponds, rain
gardens, easements, etc.)
• Plumbing design includes:
o Domestic Water System Design within and beneath the extents of the building
o Sanitary waste system design within and beneath the extents of the building
o Roof drainage design shall be limited to piping only(no roofing or drains)
o Natural gas piping design shall be limited to piping beyond the load side of the
meter
o Specialty equipment(food service, lab, etc.) plumbing infrastructure design shall
be based on the equipment layout and equipment consumption/use data
o Renovation fee assumes full plumbing system replacement
• Mechanical design includes:
o Design shall include air handling and heat transfer systems in and around the
building structure
o HVAC controls design
o Natural gas piping design shall be limited to piping beyond the load side of
the meter
o Specialty equipment(food service, lab, etc.) HVAC infrastructure design shall
be based on equipment consumption/use data
o Renovation fee assumes full mechanical system replacement
8
• Electrical design includes:
o Design shall include power, lighting, and fire alarm systems for the building
o Design of electrical site utilities shall be limited to site lighting and the secondary
distribution beyond the service transformer
o Design for special systems (audio/visual, voice reinforcement, security, etc.)shall
include empty raceway system for future inclusion of cabling and equipment by
the Owner. Electrical infrastructure design shall be based on equipment layout
and consumption/use data
o Design for telecommunications shall include passive equipment only defined as
outlets and associated cabling in structured raceway/cabletray systems
terminating at the patch panels within the extents of the building. Fiber(data)
and copper(telephone) backbones shall be included within the extents of the
building. Design for active equipment(patch cords and active electronic
components) is not included. Active equipment shall be provided by the Owner
o Specialty equipment(food service, lab, etc.)electrical infrastructure design shall
be based on equipment layout and consumption/use data
o Renovation fee assumes full electrical system replacement
• Fire Sprinkler Protection design includes:
o To the extent required by Code, fire sprinkler design within and beneath the
extents of the building structure will consist of establishing the criteria and
performance requirements. Final design will be by the Construction Contractor
• Structural design includes:
o Prior to the start of design, a project specific geotechnical report is needed
o Assumes a seismic class D or better
o Assumes shallow foundations are acceptable with a first floor concrete slab-on-
grade
o Assumes a relatively flat site that will not require retaining walls
o For new construction scenario, assumes simple structural steel framed
rectangular building with a flat/low slope rood with braced frames for lateral load
resistance and exterior metal stud walls or load bearing masonry walls
o For renovation scenario, assumes relatively minor structural renovations and
repairs to the existing building as follows:
• Small punched openings in existing exterior walls (less than 10% of total
wall area for any wall)
• Small skylights or sonotube type openings restricted to the wood framed
roof areas and not requiring modification to the existing steel roof truss
members
• Removal and replacement of the existing front wall with new wall
construction that would likely need to accommodate new reinforced
masonry shearwalls or structural steel braced frames to resist later loads
along the front of the building
• Scope does not include design for rooftop mechanical equipment or any
other modifications to the existing roof structure, walls, parapets, or
existing building structure
• Assumes that changes will not require a change in use/occupancy or
structural upgrade to meet current code requirements
o If needed, structural design for a 2,000 sf premanufactured metal storage
building will be limited to foundation design for a slab-on-grade foundation.
Engineer will review the building manufacturer's design criteria and final
foundation reactions and will be considered the structural engineer of record
9
Contingency Design Scope
In the event that any of the following items are requested and/or required, the corresponding fees
in section 4 will be needed:
• Security system component design
• Interior renovation of existing storage building (does not include structural
modifications)
• Site lighting design
• Lateral load analysis and structural code upgrades (for renovation scenario only)
o Will be needed if modifications to the existing structure exceed assumptions
in basic design and require our structural engineer to perform a lateral load
analysis and upgrade the existing building structure to meet current code
requirements
• Substantial parking lot configuration (if required)
• Compliance with current landscape buffer standards (if required)
• Sprinkler supply connection to waterline in Revere Road rather than to the water
main location on the eastern edge of the site
• New sidewalk along Revere Rd. or Cedar Grove Rd. (if required)
• Enhanced solid waste and recycling facilities (if required)
• Stormwater analysis and design of typical stormwater treatment measures (if
required)
o This work should not be required as long as total site impervious area is not
increased
2. Consultants
For Structural Engineering, we propose:
Stroud, Pence and Associates
Contact: Anna Lynch, PE
4904 Professional Court, Suite 200
Raleigh, NC 27609
Phone: (919) 782-1833
For Mechanical Electrical, and Plumbing (MEP) Engineering, we propose:
Stanford White
Contact: William M. Smith, PE
P.O. Box 19944
Raleigh, NC 27619
Phone: (919) 832-8118
For Site/Civil Engineering, we propose:
Civil Consultants
Contact: Tony Whitaker, PE
3708 Lyckan Parkway, Suite 201
Durham, NC 27707
Phone: (919)490-1645
10
3. Basic Design Phases
Basic Design Phase 1
Schematic Design (SD): Perform preliminary code analysis. Provide written project
narrative, site plan, building floor plans, and cost estimate. Attend all meetings required
by Owner. Submit to Owner and AHJ and coordinate for approval.
Design Development(DD): Respond to all SD comments. Continue design process in
all disciplines. Provide outline specifications, code summary sheet, site plans, floor plans,
and wall sections. Provide room/door schedules, engineering drawings, and cost
estimate. Attend all meetings required by Owner. Submit to Owner and AHJ and
coordinate for approval.
Construction Documents (CD): Respond to all DD comments. Provide full working
drawings and specifications. Submit to Owner and AHJ and coordinate for approval.
Provide cost estimate. Attend/lead all meetings required by Owner.
Bidding: Lead and administer the Bidding and Negotiation process.
Basic Design Phase 2 (to begin in the Summer of 2017)
Construction Administration (CA): Basic fee includes construction administration for
an estimated duration of ten (10) months. Construction is assumed to be phased and
occupied. Perform architectural coordination, submittal review, and related Construction
Administration. Lead the pre-construction meeting. Provide bi-weeklyjobsite visits (up to
22 visits anticipated) and lead monthly construction meetings (up to 10 meetings
anticipated), punch list and final inspection.
Closeout(CO): Record drawings and closeout of project.
4. Fee
New Construction Renovation
Preliminary Study $ 35,800 $ 35,800
Subtotal Preliminary Study $ 35,800 $ 35,800
Schematic Design $ 37,100 $ 44,500
Design Development $ 55,100 $ 62,000
Construction Documents $ 87,800 $ 97,100
Bidding $ 9,400 $ 10,400
Subtotal Basic Design Phase 1 $ 189,400 $ 214,000
Construction Administration $ 75,500 $ 82,900
Closeout $ 10,700 $ 11,600
Subtotal Basic Design Phase 2 $ 86,200 $ 94,500
11
Security System Component Design $ 3,450 $ 3,450
Storage Building Interior Renovation Design $ 9,030 $ 9,030
Site Lighting Design $ 2,875 $ 2,875
Lateral Load Analysis and Code Upgrades $ - $ 11,500
Substantial Parking Lot Configuration $ 9,200 $ 9,200
Landscape Buffer Standards Compliance $ 9,200 $ 9,200
Sprinkler Supply Connection to Revere Rd. $ 5,750 $ 5,750
Sidewalk Along Revere Rd. or Cedar Grove
Rd. $ 3,450 $ 3,450
Enhanced Solid Waste/Recycling Facilities $ 2,300 $ 2,300
Stormwater Analysis and Design $ 20,700 $ 20,700
Subtotal Contingency Items $ 65,955 $ 77,455
5. Excluded Services
Excluded Architectural Services, to be billed as Additional Services only if required:
• Project scope increase or change
• Design of outdoor facilities
• Design of the additional space beyond what is listed in the programming document
• Additional monthly construction meetings beyond the anticipated 10
• Additional architectural CA visits beyond the anticipated 22
• Additional MEP CA visits beyond the anticipated 12
• Additional structural CA visits beyond the anticipated 5
• Additional site/civil CA visits beyond the anticipated 4
• Public meeting attendance
• Renderings
• Fundraising meeting attendance
• Furniture, Fixtures, and Equipment(FF&E)selection and design
• LEED design
• Express review
• Hazardous materials testing and abatement design
• Existing roof modifications that require additional structural analysis and/or design
• Retaining wall design
• Site signage design
• Adaptive re-use or augmentation of existing MEP systems for renovation
• Life cycle and operating cost analysis
• Energy measurement and verification plans
• Computer day-lighting simulations
• Design of emergency/stand-by generator system
• Design of voice reinforcement wiring/equipment
• Commercial kitchen design
• Walk-in cooler and freezer design
• Audio Visual systems design
• Design for complex or large-scale bid alternates
• Chapter 17 special inspections
• Sanitary sewer or sanitary service extension
• New driveway permit or utility encroachment permit from NCDOT
• Traffic impact analysis
• Geotechnical investigations
• Environmental investigations
12
• Wetlands delineation/permitting
• Permitting fees
• Rezoning of property
• Surveying
• Irrigation design
• Site retaining wall design
• Hydraulic analysis
• Water re-use or water supply well system design
• Involvement in stormwater runoff management or mitigation issues that may be raised by
regulatory agencies beyond typical requirements, due to site-specific characteristics or
concerns
• Unusual site work associated with conditions discovered during construction or
geotechnical exploration (i.e. underground storage tanks/hazardous materials, unusually
large quantities of rock or unsuitable material, on-site disposal area/landfills, etc.)
• Off-site utility design
• Any other service not listed in scope
Please let me know if you need additional information. We are very excited to begin this project!
Sincerely,
Kristen Hess, AIA, LEED AP
Principal