HomeMy WebLinkAboutAgenda - 03-06-2001-9cORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 6, 2000
Action Age a
Item No. a
SUBJECT: Review Architectural/Schematic Design and Approve Planning Phase for
CHCCS Elementary School #9
DEPARTMENT: Budget PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Donna Dean 245-2151
Attachment 1. CHCCS Elementary -
School #9 Revised Project Budget _ TELEPHONE NUMBERS:
Attachment 2. CHCCS Elementary #9 Hillsborough 732-8181
Project Schedule Chapel Hill 968-4501
Attachment 3. CHCCS Elementary #9 Durham 688-7331
Construction Capital Project Ordinance Mebane 336-227-2031
and Budget as Amended
PURPOSE: To review the architectural/schematic design for Chapel Hill-Carrboro City School
(CHCCS) Elementary School #9 and appropriate funding forthe Planning Phase of the project.
BACKGROUND:
In November 2000, the Board of Commissioners approved a Policy on Planning and Funding
School Capital Projects. That policy identifies two levels of school construction projects -Level
1 and Level 2. Level 1 projects are those projects that have a relatively small scope of work
and can be accomplished using a single prime contractor, in-house staff or entail purchasing
equipment and vehicles. Level 2 projects are major projects that require several phases to
complete. For these projects, the Commissioners approve project funding in four phases:
• Concept/Pre-Planning Phase -includes preliminary programming and design work that
would result in conceptual drawings and preliminary cost estimates.
• Planning Phase -includes siting the facility, construction of infrastructure, and
preparation of construction documents in preparation for bidding process.
• Design and Construction Phase -includes final design, facility canstruction and
purchase of equipment, furnishings, technology, and one-time startup items.
• Final Accounting Phase - provides a reconciliation of actual project expenditures with
approved budget.
Last fiall, the CHCCS Board identified the need for a new elementary school. The estimated
cost for the school, to be built on the Meadowmont site, totals $13,555,026 (details provided in
Attachment 1) with funding from a combination of pay-as-you-go monies and the proposed
November 2001 bond. As defined in the above mentioned policy, this project is a Level 2
2
project and therefore requires that the Board of Commissioners approve the project at the
various phases outlined above.
Concept/Pre-Planning Phase
In December 2000, the Commissioners appropriated $132,184 in funding far the initial phase,
Concept/Pre-Planning, for this project. The appropriation provided funding far conceptual
drawings (schematics) and preliminary permit fees (for the Town of Chapel Hill) for the school.
Over the last few months, the School system and the architect have worked together to
complete the preliminary design, and the School Board recently approved the plans. In
addition, the Town of Chapel Hill has reviewed and approved the planned project.
Planning Phase
The Commissioner approved policy also indicates that the Board of County Commissioners
should appoint a representative to work directly with the Board of Education as it plans and
constructs a new facility. At its February 7, 2001 meeting, the Board appointed Chair Halkiotis
as its Commissioner representative.
At this time, CHCCS is ready to present the plans to the Board of Commissioners for review. In
accordance with the approved policy, the District also requests that the Commissioners
appropriate funding totaling $440,462 .for the Planning Phase of the project. Funding approval
of this phase will enable the project to proceed according to the timeline (Attachment 2) allowing
the new school to open in fall 2003. Specifically, this phase entails:
• Refining the schematic plans;
_ • Developing construction and site work details;
• Producing project drawings that fix the building size and characteristics (including
building elevations, exterior finishes, and mechanical, electrical and plumbing
systems).
All of the items outlined above enable the District to finalize the building plans and specifications
and produce the construction documents required in the bidding process. At that point, the
Department of Public Instruction's School Planning Division provides its certification of
compliance and the State Department of Insurance attests to the project's compliance to
building codes. The finished plans and specifications provide the level of specificity required by
contractors to develop construction bid estimates. The plans and specifications became part of
the construction contract documents that contractors use to build a facility.
The chart below outlines details regarding the first two phases of the project:
CHCCS Funding
Phase Request
Concept/Pre-Planning Phase (Approved 12/06/00)
Schematic Design $107,184
Town Approval Process $25,000
Total Concept/Pre-Planning Phase $932,184
Planning Phase (Requested 03/06/01)
Design Development $142,911
Town Approval Process $72,000
Construction Documents $225,367
Total Planning Phase $440, 278
Total CHCCS Funding Request $572,462
Design and Construction Phase
3
Upon completion of the Planning Phase and prior to soliciting construction bids for this project,
the School District will present the final design and construction details to the Commissioners
for review. At that point, and fallowing Commissioner review, the District would begin the
bidding phase of the project. After bids are received and analysis is complete, CHCCS staff
would present a recommendation to the Board of Education and the Board of County
Commissioners for approval. It is important to note that CHCCS anticipates funding for this
phase, Design and Construction, to come from the proposed November 2001 bond referendum.
Final Accounting Phase
At the close of the project, this phase will reconcile actual project expenditures with the
approved budget and provide the Board with a "final accounting" of the project.
FINANCIAL IMPACT: The District anticipates project savings at Smith Middle School to be
approximately $380,000. Funding for the Concept/Pre-Planning Phase of the project,
($132,184) came from those identified savings, leaving a balance of $247,816. The District
anticipates the second phase of the project, Planning, to cost $440,278. To fund the Planning
Phase, the District requests that the Board of County Commissioners transfer the remaining
savings at Smith Middle School ($247,816) to Elementary School #9 and appropriate $192,462
from the School Capital Project Fund Balance.
RECOMMENDATION (S): The Manager recommends that the Board of County Commissioners
review .plans for Elementary School #9 and adopt the attached Elementary School #9
Construction Capital Project Ordinance.
CHAPEL HILL - CARRBORO CITY SCHOOLS
ELEMENTARY SCHOOL #9
REVISED PROJECT BUDGET
Revised
Feb. 20D1
Budget Category (1) Project Budget
Site Acquisition -
Donated Meadowmont site
Construction: 9,552,900
90,980 square foot (2)
at $105 per square foot (3)
Site Development: 955,290
10% of construction cast
Con. + Dev. Sub-total 10,508,190
Professional Fees: 1,050,819
10% of construction and
site development cost
Furniture and Equipment: 477,645
5% of construction cost
Technology: 750,585
8.25 per sf for infrastructure
and equipment
Non-personnel Start Up Costs 400,000
Contingency: 367,787
3.5% of construction and
site development costs
PROJECT COST $ 13,555,026
(1) Budget format conforms to the model established in the Orange County School Facility
Construction Standards and includes the specified categories with unit measurements.
(2) Elementary #9 size is based on Scroggs Elementary School's 90,980 square feet.
(3) Construction cost estimate is based on Smith Middle School's 1999 construction bid
of $98.54 inflated 3% a year for two years.
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Elementary School #9 Construction
Chapel Hill-Carrboro City Schools
Capital Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of
Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted.
Section 1. The project authorized provides funds to construct Elementary School #9 for the Chapel
Hill Carrboro City Schools. Funding for the project comes from savings from the Smith
Middle School Construction Project and an appropriation from the School Capital
Project Fund Balance.
Section 2. The officers of the County are hereby directed to proceed with the project within the
budget contained herein.
Section 3. 'the :following revenue is anticipated to complete this project:
roug
1999-00
FY 2000-01 roug
2000-O1
Sales Tax $0 $0 $0
Im act Fees $0 $0 $0
FSBF $0 $0 $0
Sond Funds $0 $0 $0
raps er om nut
Middle School Ca ital
$0
$380,000
$380,000
ppropna a un a ante
(School Capital Project
Fund
$0
$192 462
$192,462
Total Pro'ect Fuudin $0 $572 462 $572 462
Section 4. The following is appropriated for this project:
roug
1999-00
FY 2000-01 roug
2000-01
Conte t/Pre-Plannin $0 $132,184 $132184
Plannin $0 $440,278 $440,278
Desi nand Construction $0 $0 $0
E ui ment/Furnishin s $0 $0 $0
Technolo $0 $0 $0
Coritin enc $0 $0 $0
Total $0 $S72 462 $S72 462
Section 5. This Ordinance, originally adopted December 9, 2000, shall remain in effect until rune
30, 2002.
Adopted this sixth day of March 2001.
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