HomeMy WebLinkAboutAgenda - 12-14-2004-5kORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 14, 2004
Action Agenda
Item No. ~_
SUBJECT: Contract Approval: Coulter, Jewell and Thames for Consulting Engineering
Services Related to the Expansion of Sewer and/or Water Utilities into Areas
Defined by the 1997 Efland Sewer Bond and the EPA Grants for the Buckhorn
EDD/Community
DEPARTMENT: County Manager
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Engineering Cost Proposal Letter
Engineering Task/Cost Breakdown
INFORMATION CONTACT:
Pam Jones, Purchasing Dir 245-2650
Paul Thames, Cnty Engineer, 245-2300
(no relation to consultant)
Efland/Buckhorn Utility Layout Map TELEPHONE NUMBERS:
(under separate cover) Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider approving a contract that will provide for:
1) Construction design, project administration/management, construction/easement survey
and constnaction oversight far the Efland and Buckhorn utility expansion project,
2) Master planning the utility layout of the Buckhorn EDD,
BACKGROUND: Since the mid-1980's, Orange County has been involved in the process of
planning for or developing utility service areas in specific portions of the US 70/ Efland/I-85/40
corridor. The utility service that the County has caused or allowed to be developed has to date
been primarily limited to wastewater collection intended to address serious pubic health issues
related to failing on-site wastewater treatment systems and to enhance the availability of
affordable housing.
Since 1997, Orange County has passed a sewer bond intended to address public health issues
and fi~lfill sewer system expansion commitments in the central Efland area and secured EPA
grant funding intended to: a) enhance development opportunities for the Buckhorn Road EDD;
b) provide sewer utilities for a new Efland middle school; and c) address environmental
justice/public health issues in the Buckhorn Road community. Although the initiation of the
project to be funded by the bond issue and grants has been delayed by a number of practical
as well as procedural concerns related to the availability of finding resources and land use, the
BOCC has - as of .June 2, 2004 -directed staff to move forward with the utility expansion
project, Since the Board's project approval, a number of important tasks -acquiring additional
EPA grant funding, finalizing a utility extension/annexation agreement with the City of Mebane,
completing an engineering consultant solicitation and selection process -have been
accomplished.
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Four engineering consulting firms -Coulter, Jewell & Thames, Kimley-Horn, Pierson &
Whitman, and Stantec responded to Orange Ccunty's Request for Proposals (RFP) for the
Efland-Buckhorn utility project. Coulter, .Jewel & Thames and Kimley-Horn were interviewed by
a consultant selection committee consisting of Commissioner Halkiotis, Planning Director Craig
Benedict, Purchasing Director Pam Jones and County Engineer Paul Thames. The firm of
Coulter, .Jewell and Thames, consultants providing engineering, landscape architecture and
planning services were selected to provide the surveying, engineering, utilities planning and
construction oversight services necessary to execute the approved Efland/Buckhorn Road utility
project.
Coulter, Jewel & Thames projects that the construction contracts will be let in the summer of
2005 and construction of the portion of the project required to provide utility service to the new
Efland middle school will be completed by August 2006. The consultant's contract fees are
based on an hourly rate far services with snot-to-exceed price of $485,000. The services
included under the contract are design survey, easement survey (easement plats where
required), utility design, project administration (including bidding), construction oversight, master
planning the utility layout for the Buckhorn EDD, and preparation of the Engineer's Report and
Environmental Assessment documents that are requirements of the EPA grant funding process.
FINANCIAL IMPACT: The initial financial impact is $485,000 or less (approximately 12% of
estimated project construction costs) in design/project administration/constriction oversight
fees, while the ultimate potential impact is approximately $4.35 million should the maximum
sized project (all sewer extension possible in central Efland and in the portion of the Buckhorn
Community between I-85 and Norfolk-Southern railroad) is developed. Approximately $100,000
of the consulting fees are earmarked for construction oversight services. While some of the
construction oversight services must be provided by the consultant, County Engineering staff
can furnish construction oversight as well, making possible potentially significant reductions in
these out-of-pocket costs.
RECOMMENDATION(S): The Manager recommends that the Board approve a contract with
Coulter, .Jewell and Thames for the design work associated with the Efland/Buckhorn Road
utility project; and to authorize the Chair to execute the contract contingent on County Attorney
and staff review.
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Coulter ~ ]eweil ~ Thames~_
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Planning for tl'le future.
December 7, 2004
Ms. Pamela K. Jones
Director of Purchasing and Central Services
129E King Street
Hillsborough, NC 27278
Dear Ms. Jones:
Re: Buckhorn Economic Development District
and Central Efland Project
Please find a summary of estimated engineering fees proposed by Coulter Jewell Thames P. A for the above
referenced Project. The fee structure provided is consistent with our discussion at your office on 12/3/2004 whereby
Coulter Jewell Thames P.A. will provided engineering services invoiced hourly against a "Not-to-Exceed" ceiling
cap of $484,390.00 plus reimbursable expenses. Invoicing will be according to the work performed per the schedule
provided in Items I, II and III of this letter.
Also enclosed is a preliminary Estimate-of--Cost for construction for the work being proposed by Orange County.
The information provided by this document is for information purposes only to assist Orange County in
understanding the magnitude of work required by this Project.
Please review the enclosed information. Should adjustments be necessary, please do not hesitate to give me a call,
Should the information provided be acceptable, Coulter Jewell Thames P.A will use the contents contained herein
as the basis for a formal contract between Orange County and Coulter Jewell Thames P.A for this Project.
Thank you for selecting Coulter Jewell Thames P A. for this very important project, Upon acceptance of the
engineering fee provided, Coulter Jewel Thames P.A. will forward to your office formal contracts for signature.
We look forward to a favorable response.
Very truly yours,
(I G'yff(y l'~ l//rat4i5 /~~,
James W. Thames P, E,
Vice President
Coulter Jewell Thames P, A..
cc: Mr. Paul Thames P.E., Orange County Engineer
E N G I N E E R I N G P L A N N I N G L A N D S C A P E A R C H I T E C T U R E
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OnRNAM NORTH CAROLINA 2]]Ot
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Flanninc~ for the future
Date: 12/7/04
BUCICHORN ECONOMIC DEVELOPMENT DISTRICT
AND
CENTRAL EFLAND
ENGINEERING COSTS
h Buckhorn Economic District (Plans and Specifications)
Core $1,394,120.00 x .0775 = $ 108,044.00
Optimum $ 221,040.00 x ..0775 = $ 17, 131..00
Ih Central Efland Area (Plans and Specifications)
Core $],762,400,00 x ..0775= $ 136,586.00
Optimum $ 480,500.00 x ..0775 = $ 37.239.00
Subtotal --------___ __~_-.~_______. .~ $ 299,000.00
(Engineering Fee Throu gh Recommendation of Award of Contra ctor to Orange County)
III. Additional Engineering Services
• Buckhorn Economic District Utility Study ---------_____--_ ____- $ 18,000.00
• Environmental Assessment (For Grant)------------~_____ ___.___ $ 25,000.00
• Preliminary Engineering Report -----------_-_____.______ __-__ g 22,500.00
• Surveying Easements Plats--------------______-________ ______ $ 20,000.00
• Construction Phase Services--------------~_____~___-_- ____- g 99,890.00
• Geotechnical and Materials Testing ---------_--______- _______ S Reimbursable Cost
• Printing and Advertising---------------________-_____-__ _____ g Reimbursable Cost
TOTAL ENGINEERING COSTS -----------_________-___ _-__- $ 484,390,00 Plus
Reimbursable Costs
SUMMARY
Items I, II and l11 represent anticipated engineering costs associated with the Buckhorn Economic District /
Central Efland Project.
E N G I N E E R I N G P L A N N I N G
L A N G S C A P E A R C H I T E C T U R E
O
Engineering fees shown in Items I and II are for services that provide Contract Documents (Plans and
Specifications) for the design, permitting and bidding with a Recommendation of Award to Orange County
for the low, responsive, responsible Contractor. Fees shown in Item III are for additional engineering services
outlined by Orange County in the Request for Professional Services.
The total engineering cost for this Project is estimated at $484,390.00. This estimated cost is approximately
12.55 percent ofthe total estimated construction cost for this Project.. The estimated engineering fee shown
also includes Construction Phase Services that will be provided by Coulter Jewell Thames P.A as indicated
in Item III.
For this Project, Coulter Jewell Thames P.A. recommends that the estimated engineering fee of $484,390..00
be a ceiling cap or a "Not-to-Fxceed Cost" for engineering services. Coulter Jewell Thames P,A will invoice
Orange County at our normal hourly rates against the "Not-to-Exceed Cost" of $484,390.00 plus
reimbursable expenses The total engineering cost will not exceed $484,390,00 unless Orange County
expands the Scope-of--Work from what has been previously discussed in a meeting dated 12/3/04. The "Not-
to-L•xceed Cost" provided will be according to the scope of work outlined in Items 1, 11 and III.
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a~COre Sanitary Sewer (SS) BuckhornlEDD
A~~_4'Optimum SS Buckhorn/EDD
~Exlsting Efland SS
~~-~~Core Efland SS Expansion
Optimum SS Efland
Hydrography(Cad,Streams)
Sewer Force Main BuckhornlEDD
Existing Efland Force Main
Core 12" Water Main (WM) Buckhorn/EDD
o"+,,.°<'Optimum 12" WM Buckhorn/EDD
0 Parcels
Buckhorn Economic Development District (EDD)
1500 0 1500 3000 4500 6000 Feet
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