HomeMy WebLinkAboutAgenda - 11-03-2004-5dORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 3, 2004
Action Age 5a
Item No.
SUBJECT: Contract Approval: Engineering Services to Design Emergency Management
Building HVAC Replacement
DEPARTMENT: Purchasing & Central Services/ PUBLIC HEARING: (Y/N) No
Public Works
ATTACHMENT(S): INFORMATION CONTACT:
Pam Jones (919) 245-2652
RNM Proposal Wilbert McAdoo (919) 245-2625
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider approving a contract for work associated with the assessment and
design of a replacement HVAC system at the Emergency Management Building,
BACKGROUND: Operations at the Emergency Management Building on New Hope Church
Road have grown consistently since the completion of the renovation and addition to the
building in 1991. Subdivision of work areas to create new space for operations, coupled with
the new building code requirements for fresh air/ventilation of HVAC systems render the
present system inadequate to support the current building functions, In June 2004, the Board
approved a capital project ordinance that appropriated funding from the proceeds of 2/3 Net
Debt Reduction Bonds to replace the system. The outcome of the action the Board is asked to
consider at this meeting will allow assessment of the existing system and a design based on the
assessment results to be completed for bidding, The assessment will consider both current and,
to the extent known or contemplated, future building uses.
Reece Noland McElrath (RNM) is recommended to the Board to accomplish the engineering
work associated with this project. The Board is familiar with the firm's work through
Government Services Center, Southern Human Services Center and mast recently, the design
and construction of the Whitted Human Services Center HVAC replacement. The scope of
work, more fully described in the attached cost proposal, is quoted at a fee not to exceed
$26,000. RNM notes that the fee could be reevaluated (i,e, adjusted downward) if the
assessment reflects that a less comprehensive replacement is required; far example, if the
existing duct work could be used, Assuming approximately 90 days after notice to proceed far
completion of the assessment and design work, the project is anticipated to go to bid in
February 2005.
FINANCIAL IMPACT: The cost of this contract is quoted at a price not to exceed $26,000.
The project will be funded through proceeds of 2/3 Net Debt Reduction Bonds appropriated by
the Board in June 2004, The draft GIP and Facility Improvements Report provided to the Board
for the .June 21, 2004 budget work session reflected $315,000 in major capital investments
needed at the Orange County Emergency Management facility on New Hope Church Road,
Repairs and enhancements contemplated include HVAC system replacement, carpet
replacement, and parking lot improvements, The RNM contract will be funded through the
$315,000 EMS/911 Center Capital Project Ordinance approved by the Board at the June 23,
2004 regular meeting.
RECOMMENDATION(S): The Manager recommends that the Board:
1) exempt this project from the qualification-based selection process for engineering
services as allowed by NCGS § 143-64.32;
2) award a contract to Reece Noland & McElrath, in an amount not to exceed $26,000, far
the assessment and design services associated with the HVAC system replacement at
the Emergency Management Building; and
3) authorize the Purchasing Director to execute paperwork as may be necessary to effect
the agreement,
3
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~NC,~EEQs
Reece, Nolaml & McfJrallfi, inc.
PO BOX 540
WAYNESVILLE, NC 2$73C,
($23)456-9$51
(323)45!-6205 (FAX)
\V~'J\1%.Rl`i[v1-ENGI'JL.E:RS.C'OA~1
DESIGN SERVICES PROPOSAL
Counh• ofOr~rtge
911 Center HVAC Systems Replacement
Chapel Hill, N.C
September l U, 2UtW
12eecq Noland, & McElradr Engineers propose to provide Professional Engineering Senices for design of
HVAC Systcrr>s for this project..
PRO.IECT DESCRIPTION: Design of replacement HVAC systems for this existing facility of
approxinuncly $000 square feet, which houses the Counh Emergency Medical Services. 91 i, and
Emergency Operations Center operations
FEE: Our lump swn fee for Basic Sen•ices for This project is S26,OOO.UU (Twenty-Six Thousand Dollars),
broken down as follows:
Initial HVAC Systems Study/Review with County Inspections Department X4000.00
Measurement of building wtd generation of CADD floor plans $200090
Design, bid/negotiate, construction adrninisuation $20A00 00*
* Tlus is based on a comprehensive HVAC systems replacement The design portion oE'
our fee can be reevaluated, if Urc study results in a less comprehensive approach.
The preliminary study and floor plan generation would be billed as completed The conventiomtl
dcsigtt/constructionporlion would be billed per standard AIA milestones.
BASIC SERVICES: The lump stem fees proposed above include the following basic scnices:
I Perform a study of alternative HVAC systems for the facility addressing costs and benefits
associated with each alternative, Of p.•trticulw concern will be Ute ability to retrofit dte building
with minima! disruption to essential operations. This evaluation will result in a suggested desitm
approach, along with an cstirwtted project budget.
2. Review of the building and proposed project scope vviih the Orange County inspections
Department.. Specifically, this review will involve detenuination of their expectations relative to
the requirements of the NC Building Code Clwpter 33, which relates to existing buildings. Based
on their expectations, the scopc/budget of the project can be finalized and additional design
components such as fire alarm. exiVegress, rated constructioq etc. added if required.
3 Prepare project dmvvings and specifications in sufficient detail to obtain regulatory approval and to
receive bids
4 Solicit bidders, receive bids, and negotiate as required, providing required documentation to allow
the County to mvard a contract to the selected bidder
5. Review shop drawings and submittals for items of work that are part of our design.
C>. Conduct site visits during construction to observe the work and assist with coordination or
problem resolution. Frequency of\~isits is estimated at two per week.
7 Conduct Pre-Bid. Pre-Conswction, and Mmnhly Constnrction Conferences
R Conduct pre-final. finch and ond-of-warranty inspections
9. Reciew Owner's Mamrals and as-built drnvings submitted h}' the Contractor
]0.. Prepare Electronic Record Dmw~ings from contractor-furnished as-built marked prints
I I Support Owner during dte Contrtaors' one-ye<'tr tvamuny period to resoh'e any problems with
equipment manufacturers.. suppliers. system operation. balancing. etc
.ADDITIONAL SERVICES: '17tc lump sum fee proposed above does not include sen'ices such as those
listed below. We will propose additional fees for such scn~iccs upon request.
I Design of additional elements not related to the HVAC systems replacement, which may be
generated by the Ormrge County Inspections Deparuncnl. Examples would be additional fire
alarm. fire sprinkler systems, fire rating of existing construction, etc
2 Conslnrction administration services which extend beyond the established Contract Completion
Date, through no f:mlt of the Designer. including defudt of any Contractor.
3 Modifying drawings and specifications as a result of Contrtctors' equipment substitutions, faihrre
to coordinate or sequence the work, or other ftudt of the Contractor(s)
BILLINGS/PAYMENTS: hw'oices will be presented mmuhh'. based on progress during the month.
Payments wilt 6c due on a net 30-dw basis Piru~ncing charges on balance beyond i0 days will be I-1/2%~
per month (1K"/" APR) If we should have to seek Icgal action to effect collection, and we prevail in
litigation, then all costs associated with collecting overdue accounts will be recoverable, I f payments arc
withheld or disputed. then we retain the right to suspend further scR'iccs until the account is curzcnt
MISCELLANEOUS PROVISIONS:
I If there is a project sign and/or building plaque. Ihcn Rcccc. Notand. <~; McElmlh will be
appropriately listed
Submitted by:
REECE. NOL.AND cY: McELRATH. INC
_._...;~~~~_.. v
Stcpben C Kaufman. PE
Accepted by:
Semember lt). 200d _
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