Loading...
HomeMy WebLinkAboutAgenda - 06-21-2016 - 5-i - Authorization to Award the Bid and Contract for Construction of the Fairview Park Parking Expansion Project 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 21, 2016 Action Agenda Item No. 5-i SUBJECT: Authorization to Award the Bid and Contract for Construction of the Fairview Park Parking Expansion Project DEPARTMENT: Department of Environment, Agriculture, Parks and Recreation (DEAPR); and Asset Management (AMS); Finance and Administrative Services ATTACHMENT(S): INFORMATION CONTACT: 1. Adopted Fairview Park Master Plan David Stancil, 919-245-2522 2. Certified Bid Tab Marabeth Carr, 919-245-2516 3. Proposed Reimbursement Resolution Lori Taft, 919-245-2673 Jeff Thompson, 919-245-2625 Angel Barnes, 919-245-2628 David Cannel!, 919-245-2651 Gary Donaldson, 919-245-2453 PURPOSE: To consider authorizing the County Manager to: 1. Award the bid and, upon County Attorney review, execute the construction contract for the Fairview Park Parking Expansion Project during the summer break in an amount not to exceed the project budget; 2. Approve project change orders for the project up to the project budget; and 3. Approve a resolution to preserve the County's ability to reimburse itself for initial project costs from financing proceeds that may become available. BACKGROUND: The County's Fairview Park opened in 2011, funded by a combination of 2001 voter-approved bonds, a grant from the NC Parks and Recreation Trust Fund (PARTF), and payment-in-lieu funds. Because of site limitations (the northern portion of the site is the former Town of Hillsborough landfill, predating current-day landfill regulations), the park design and ultimate construction was focused on the southern portion of the property. Park facilities include a baseball/softball field, tennis courts, playground, picnic shelter with restrooms, basketball courts, walking track, volleyball courts and a trail connecting to the Town Police substation on Rainey Avenue, and a parking lot. 2 The current parking lot was constructed as approved through the Town's Conditional Use Permit approval process. This lot, which is located off Torain Street and adjoins the picnic shelter, contains 44 spaces. Over the past four years of park operations, occasional events at the shelter or ballfield have taxed this existing parking lot, with vehicles occasionally parking along the street and in front of residents' homes. Phase I I of the Park's BOCC adopted Master Plan (Note Attachment 1, "Adopted Master Plan") includes the construction of a second parking lot, which was not part of the Phase I construction. This planned additional 59 space parking area (Fairview Park Parking Expansion Project) utilizes a new second entrance into the park from the east along Orange County Public Works Drive. The existing drive would be extended through the Public Works site, and wind its way up through a hilly wooded area to a site adjoining the existing tennis courts. Completion of this project will build out the Park's Master Plan as envisioned by the 2005 Master Plan committee. Bids to move this project forward have been received (see Attachment 2). However, staff has not completed negotiations with the contractor. Once negotiations are complete, the Board's action to authorize the Manager will allow the project to move forward during the summer. FINANCIAL IMPACT: As part of the FY 2015-16 Capital Investment Plan ("CIP") budget approval, the Board appropriated $100,000 for this project, pending a plan for the parking solution that is presented herein. Approximately $50,000 of these appropriated funds have been encumbered or expensed for design, environmental assessment, geotechnical assessment, and surveying services, and construction bid preparation. If this parking lot solution is desired, an additional $325,000 has been recommended within the FY2016-17 Manager's recommended CIP to complete the project. There are adequate funds for the full completion of this project, including appropriate construction contingencies, to begin this project in the summer and fall months of 2016 pending full permit approval. Because work on the project will begin before the County will have closed on the financing that is planned as the ultimate source of funds for the project, it would be prudent for the Board to adopt the attached resolution that will preserve the County's ability to reimburse itself for initial project costs from proceeds of the planned financing. (Note Attachment 3, "Proposed Reimbursement Resolution Form".) SOCIAL JUSTICE IMPACT: The following two Orange County 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. • GOAL: CREATE A SAFE COMMUNITY The reduction of risks from vehicle/traffic accidents, childhood and senior injuries, gang activity, substance abuse and domestic violence. 3 The new planned parking lot is a further investment in the Fairview community, and will provide additional parking to the park while decreasing traffic on local neighborhood streets. Park patrons accessing the park from the new lot will help make community streets safe, and the parking lots location within the park adjoining the tennis courts and walking track minimizes safety concerns about remote parking lots accessed through wooded areas. RECOMMENDATION(S): The Manager recommends that the Board: 1. Authorize the County Manager to award the bid and, upon County Attorney review, execute the construction contract for the Fairview Park Parking Expansion Project during the summer break in an amount not to exceed the project budget; 2. Authorize the County Manager to approve project change orders for the project up to the project budget; and 3. Approve the reimbursement resolution for the project in the form presented. I 9ESIDE�TIAL 1 —- \ I \ ii \ RESIDENTAL Attachment li ii 7 --_—__ rrHi Typ.Stream Buffer \1\ 1 , rr I\� I i 1 RESIDENTIAL a II Wooded Area I Wooded Area 1 II I 1 11 I \\\:., Intermittent 1 i 1 Stream I 2 1 \`\ I ��Ephemeral L W it Stream 0 I N iII r/i- 11// I I CC f I 1 %/ 1 U 1 /� I Storm Debris // Site Ir ----\ II Wooded Area Former Dump Site/Ball Field 1 �� Open Meadow Area I I 1 \ Future Community \ N Center Location I \ RESIDENTIAL \ I. I 1 ii Typ.Stream Buffer 1 I ,•h intermittent Stream 1 I \ IN 1 I\I �•� I I ORANGE COUNTY 1" 19 ill PUBLIC WORKS . FACILITY / �\ \ •Educational Signag- \10410=1„\ I I\ I ----- RESIDENTIAL j0/ I Playground , \ Swings `i, I I ` RESIDENTIAL Parking Area 1� 1 / � I 1 ' \ Police Sub-Station with `�r- Exterlor Restroom Facllltes r' I /\ :I♦r— 1 Former Storm ( I Or / / • _ �, Debris Site I I / I \Open Meadow Area I Possible Future I D°o < / / \ �/•\ 1 Public Works I. • I Expansion Area /RESIDENT!4L/ 4\ l I / i RESIDENTIAL I ' I I / / l/��)l I 3 Tennis E , o V I Courts Future I / \ME Typical Natural Trails moo • o --—-- Parking Area 1 ( RESIDENTIAL HOMEMONT AVE. ` C,�•������ I \�\• I \` I I iI 1I I�I t e I •1 �I� lilt �I� € lE Possible Future dry ��� C County Facility COMMERCIAL 2 Basketball Courts t I .\'\ ry \ _ e I Location { Ii\ � RESIDENTIAL `I \ I 1 Volleyball Court {1 I Paved Mea�ured\�\ CM' ,____ 1 I Bali Field Walking Trdck ILerj W' 1umirl `_ TO tt 88 and NC 87��NARPER RD. Future Extension of �; Connector Drive to Hwy 86 Intermittent Strea ';1 �— Future Town of A Typ.Stream Buffer [� .�� Hillsborough (/ 1 j�'�� _ Playground I Public Works She Wooded Area / \ ` �4, RESIDENTIAL I Hardwood I !� Parking 1�1 o� It, . - Forest - � Area —— ®,9 �A (to be Preserved) _ 1. � , Horseshoes I o N o \A a Park Sig RESIDENTIAL . =4y Park Entrance RESIDENTIAL • 'o \ Scale: , RESIDENTIAL \ / / 0 o Io zo \ \ \ \ \ Fairview Park \ I Phase 1 Adopted Master Plan Orange County and the Town of Hillsborough, NC 4/10/2006 • 5 Attachment 2 • Bid tabulation for Fairview Park Parking Expansion June 2, 2016 • Alternate ping Single-Prime Add. Q Lic.# BONE Base Bid Landscaping General Contractors Recd, shown on sheet L-1 A �r - - :'si;x erw:; - Cf� �:h:l: .1: :IF;:: Q1 d I. ;.r" n 'fie-Gra'' :I"` I I Carolina Sunrock,LLC 71559 ■ U $494,964.34 $19,7I1.00 .. :,:.::;Ijii';:1:':�'i;i��Ili'"r:iF ::: !`:.1::. :':I•:I:II..:,.::.:�::. .:I'.!: .I II'. i:l i I. Mc uen�:: I �:.., "O X36 'C Il tL1 982�' CtIOrP�:hi ,,.:.:.. ,:..::,., ..:. ..tu.. ..:1.11.. :�......... : .: ... ... ....:.... .1 ..::: .4 L,. :?'$�' ��'S�O��cO© 1...... ...... ::: :. ...::::I:.r.,::._:::L,I:IIIULI!I : I�16_:1:�:!7 r:aC:!... .�tV .. - �.... x:$33 00`d0:�`> '>sr° I F 1 I ... F V�;_;,y; rLl �slid! i: 'S�' ...... :.:....1:I:.:,. . ........ .. .. _ . .... .f. :. .r✓ i, I:. I:,:..: .� f 4 I I . . Bids as shown above,received at 4:00 pm,Thursday,June 2,2016,have been checked,validated and are hereby certified as correct. ...• .--, 0*,,, . . iel . - ^` ' I i _ Michael L.Hammersley,PE - it •, ,, ;r .:Q(...jib 411 ) • • • 6 RES-2016-050 Attachment 3 Orange County -- Reimbursement Resolution for Fairview Park Parking Project WHEREAS-- The County intends to undertake a Project (as described below), use its own funds to pay initial Project costs, and then reimburse itself from financing proceeds for these early expenditures. The Manager has advised the Board that it should adopt this resolution to document the County's plans for reimbursement, in order to comply with certain federal tax rules relating to reimbursement from financing proceeds. BE IT RESOLVED by the Board of Commissioners of Orange County, North Carolina, as follows: 1. The Project is the Fairview Park parking expansion project. 2. The County intends to advance funds for initial Project costs, and then reimburse itself from financing proceeds. The expected primary type of financing for the Project (which is subject to change) is installment financing under Section 160A-20, including the possible use of certificates of participation or limited obligation bonds. The expected maximum amount of bonds or other obligations to be issued or contracted for the Project is approximately $325,000. 3. Funds for the early Project expenditures may come from the County's General Fund, or from any other County fund. 4. The County intends for the adoption of this resolution to be a declaration of the County's official intent to reimburse itself from financing proceeds for Project cost expenditures. I certify as follows: that the foregoing resolution was properly adopted at a meeting of the Board of Commissioners of Orange County, North Carolina; that this meeting was properly called and held on June 21, 2016; that a quorum was present and acting throughout this meeting; and that this resolution has not been modified or amended, and remains in full effect as of today. Dated this day of June, 2016. [SEAL] Clerk, Board of Commissioners Orange County, North Carolina