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HomeMy WebLinkAboutAgenda - 06-25-2001-9g.ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 25, 2001 Action Age da Item No. SUBJECT: Bid Award: Franklin Street Pocket Park DEPARTMENT: Purchasing and Central PUBLIC HEARING: (Y/N) No Services ATTACHMENT(S): Bid Tabulation INFORMATION CONTACT: Pam Jones (919) 245-2652 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-0501 Durham fi88-7331 Mebane 336-227-2031 PURPOSE: To consider awarding a bid and approving a contract for construction of the pocket park at 503 West Franklin Street, Chapel Hill. BACKGROUND: The route taken for the construction of the pocket park at the Skills Development Center has been a circuitous one, so it may be helpful to provide a brief chronology in order to put into context the action requested by this abstract. 1. The Board originally endorsed the pocket park concept on June 2, 1998 via an abstract presented by Commissioner Margaret Brown. The minutes of the meeting reflect that the concept was approved and referred to the Chapel Hill Appearance Commission as part of the Skills Development Center project. Further, instructions from the Board included contacting the Chapel Hill Town Manager and Police Chief regarding any special security risks that might be created as a result of the park. Town staff indicated that the project required only staff review, which was carried out. The staff review includes review and comment by the Police Chief. Additional lighting was added to the building to address security concerns and the kiosk was redesigned such that the solid panel stopped 3' from the ground so as to easily see anyone who might be hiding behind it. 2. On January 19, 1999, the Board approved a design contract with Dick Wilkerson and received preliminary cost estimates. The cost estimate cited in the abstract was $77,000. However, this estimated cost did not contemplate the extensive right of way work that was ultimately required by the Town. The minutes of that meeting reflect that the Board approved the use of any surplus money in the Skills Development Project Fund and up to $25,000 from the 1997 Park Bond funds. 3. The Town staff completed their review and requested several changes to bring the project into closer correlation with the Streetscape design. 4. Changes were incorporated into the design and a revised plan presented to the Commissioners on June 21, 1999. Approval was denied by a vote of 3-2, citing cost as the issue. 5. The Town was petitioned to bear the cast of work to be accomplished in the right of way. The Town indicated a willingness to reimburse the County for up to $60,000 from Streetscape funds. Normally, the Town uses their own forces to build Streetscape improvements; however, they saw the merits of combining the two projects so that both could be completed in tandem. The project was reconsidered by the Commissioners on October 3, 2000 and approved. 6. Plans were completed commensurate with the Town's needs far the right-of--way improvements, reviews were completed, and the project was bid on June 7, 2001. In order to ensure the reimbursable portion of the project was clearly delineated, the project was split into two sections, one for the pocket park and the other for the right-of--way work. Further, there were four alternates included in the bid to ensure flexibility in the event of budget overrun. The altemates were: Alternate 1: Reduce the size of the trees to be planted in the pocket park planters. Deduct $10,200 (Attributable to the pocket park) Alternate 2: Add a brick retaining wall and associated plants in front of 501 W. Franklin Street (Coldwell Banker). Add $3,801 (Attributable to the Streetscape project.) Alternate 3: Additional Exterior Lighting Fixtures installed on building. Add $2,500 (Attributable to the pocket park) Alternate 4: Add Planter in the northwest corner of the parking lot along with adjacent lighting bollard indicating parking. Add $2,800 (Attributable to the, pocket park) The County received three bids on the project on June 7, 2001, with bids ranging from a total of $126,742 to $223,241 (see attached tabulation). The lowest bid, submitted by Mellott Trucking and Supply Company, Inc., quotes the pocket park portion at $45,936 and the right-of--way portion at $80,806, for a total of $126,742. Although the Town's commitment was not to exceed $60,000, they were advised of the bid results. They have however declined to contribute additional funds to address the cost overrun. The County has contacted the low bidder and is attempting to determine cost centers that could be reduced. The right of way work must be completed along with the pocket park as a condition of the Zoning Compliance Permit (ZCP). While the County could petition for reconsideration of the ZCP, it is unlikely that the permit would be modified to eliminate the right of way work. In previous action, the Board has expressed a willingness to use the remaining funds in the Skills Development Center project (approximately $45,000) and to contribute up to $18,000 from the County Capital Reserve fund toward this project. These funds ($63,000), along with the Town's $60,000 contribution, provide resources up to $123,000. Staff believes that modification to the right-of--way work is possible and that it will yield savings sufficient to allow the project to be completed within the $123,000 threshold without breaching the integrity of the project. Further, the project designer had earlier alluded to an area nursery that might donate the trees or offer substantial discounts. That option will be pursued with the designer and the contract reduced by any savings realized. Staff would therefiore recommend that the Board award a bid and approve a contract not to exceed $123,000 to complete the project and authorize the staff to effect negotiations to bring the contract within the available funding. Assuming the Board's award of bid and approval of contract, contingent upon the appropriate reviews, the project would likely be started by late summer 2001, with a completion date by January 2002. FINANCIAL IMPACT: Pursuant to the August 2000 action, the Board was willing to dedicate funds from the Skills Development Center Project (approximately $45,000) and supplement, to the extent necessary, from the County Capital Fund, up to an amount ofi $18,000. Further, the Town of Chapel Hill has dedicated Streetscape funds for reimbursement up to $60,000, thereby creating a resource pool of $123,000. RECOMMENDATION: The Manager recommends that the Board take the following action: 1. Authorize the staff to negotiate with the low bidder to bring the scope of work within the available funding; and 2. Award a bid and approve a contract, contingent upon staff and Attorney review, in an amount not to exceed $123,000 for the construction of the pocket park and right-of--way work at the County's property at 501-503 West Franklin Street; and 3. Authorize the Chair to sign on behalf of the Board.