Loading...
HomeMy WebLinkAboutAgenda - 09-04-2001-9a~. '- ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 4, 2001 Action Agenda Item No. __~` A SUBJECT: Award of Bid, Contract Approval for Whiffed HVAC,Consulting Engineer DEPARTMENT: Purchasing and Central Srvs. PUBLIC HEARING: (Y/N) No and Public Works ATTACHMENT(S): INFORMATION CONTACT: Pam Jones, 245-2652 Wilbert McAdoo, 245-2625 Whiffed Renovations Priority List Proposal Letter TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider awarding a proposal and approving a contract with Reece, Noland, McElrath (hereinafter RNM), consulting engineers from Waynesville, NC, to design and provide construction oversight to the Whiffed Human Services Building heating-air-conditioning and ventilation (HVAC) renovations. BACKGROUND: Consultant Selection On June 5, 2001, the County Commissioners authorized the solicitation of Requests for Proposal for consulting engineer services to design the new HVAC system at the Whiffed Human Services Building. Robson Woese and Reece Noland McElrath (RNM) Consulting Engineers responded to the request. Commensurate with State bidding laws, proposals were reviewed and an interview was conducted with RNM, whose qualifications more closely met the skills required far the Whiffed project. Following completion of the interview process, a fee was negotiated with RNM. Sco a of Consultant's Work RNM has reviewed the feasibility study presented to the Board in June 2001 and will verify that the recommended design approach is preferable at this facility. Any significant modifications to the approach presented in the study would be brought back to the Board for further consideration. However, initial conversations with RNM indicate that the approach recommended appears valid. RNM will prepare all documents and drawings required for bidding and construction of the project, which includes the complete demolition and replacement of the HVAC system in both the Whiffed Building and the Recreation and Parks Building. 2 Further, as has been anticipated throughout the planning process, the Whiffed Building will present a significant design and construction challenge in that the building must remain conditioned at all times throughout the project and some work must be accomplished while the individual spaces are occupied. RNM has completed other renovation projects, some in which the building has remained occupied similarly to that which shall be the case at Whiffed. Their scope of work under this contract will include the preparafiion of a phasing schedule, in which specific sections are vacated, completed, then reoccupied in a logical sequence, thereby creating as little disruption of day-to-day activity as is possible. Construction Observation While contract administration ,will be carried out by the Public Works staff, the day-to-day construction observation would best be carried out through the services of a mechanical or electrical engineer. RNM will provide construction observation twice .per month as part of progress meetings. However, due to the size and nature of the project and to ensure that the designed project is the one that is actually built, additional day to day observation by qualified personnel is highly recommended. To that end, RNM's contract includes intensive observation three times per week by a retired electrical engineer that contracts with RNM in instances- such as this. Timetable • Assuming the Board awards the proposal to RNM, and a contract is finalized and reviewed by the Attorney and Staff by the middle of September, completion of the drawings and specifications is anticipated around the end of the year. • Bidding would occur early in 2002,. with work presumably to begin in early-Spring 2002. • RNM has projected completion of . the renovation work within 12-15 months of commencement. - FINANCIAL IMPACT: The scope of service by RNM as outlined above is provided at a total contract cost of $175,040. Further, an estimated $500 will be spent to reimburse RNM for cost of document plans and specifications for to be used in bidding and construction. No further reimbursable costs are required. RNM agrees with the design direction proposed by Robson Woese, with a few minor modifications. However, RNM has expressed concern that the cost estimate cited in the report failed to consider removal of the existing system, as well as the degree of difficulty the job will entail. Contract costs may be expected to rise significantly when the work must be carried out in a building in which operations will continue throughout the renovation work. It is notable that the process used by RNM employs two additional cost estimates; one during the design development stage of the project and the second shortly before the project is put out to bid. Theoretically, this allows a reality check on expected bid costs and will provide the opportunity to make midstream adjustments to the project prior to bidding, while still maintaining design quality. This project is a component of the $2,845,000 made available through the 2/3 net debt reduction bonds approved by the Board in spring 2000. The Board approved the issuance of these bonds to address high priority renovation projects at both Whiffed and Northern Human Services Centers. To date, no funds have been spent from these bond monies. 3 The replacement of the current HVAC system at Whiffed is the highest priority of all renovations at Whiffed and Northern Human Services Centers. A list of other priority projects and cost estimates at bath Centers has been updated by the Public Works staff and is attached to this abstract. RECOMMENDATION(S): The Manager recommends that the Board award the proposal and approve a contract, contingent upon Attorney and staff review, with Reece, Noland, McElrath, consulting engineers from Waynesville, NC, to design and provide construction oversight to the Whiffed Human Services Building heating-air-conditioning and ventilation (HVAC) renovations for an amount not to exceed $175,p40, plus plan printing/distribution costs; and authorize the Chair to sign on behalf of the Board. 4 DATE: 08/29/01 TO: John Link; County Manager FROM: Wilbert McAdoo; Public Works Director RE: Prioritization of Repair and, Improvement Items for Richard E. Whiffed Human Services Center and Central Recreation Buildin Following recent discussions with yourself and various other County staff, we have developed the following list of projects and tasks for completion based on identified priorities. Although some tasks obviously rank lower on a priority basis, all have been previously identified for completion either as part of the CIP or Facilities Improvements process. All need to be completed in a timely manner. Although HVAC replacement is identified as the highest priority need, it is recommended that other items be completed in order as soon as funds can be identified and bids can be received for completion of the work. Richard E. Whitted Human Services Center 1 Re lace HVAC s stem 80 weeks 2 Re lace floorin in critical areas as identified 8 weeks 2a Replace remaining flooring (recommend completion concurrent with HVAC installation 26 weeks 3 Paint areas concurrent with critical floorin 8 weeks 3a Paint areas concurrent with HVAC re lacement 26 weeks 4 Pave arkin lots east and southwest 20 weeks 5 Retrofit restrooms floors, walls, fixtures 16 weeks 6 Landscaping improvements (including parking lot cleanu /re lantin 4 weeks 7 Point u stone stairs/walkwa 4 weeks 8 Re air retainin walls 8 weeks 9 Complete foundation wall waterproofing 8 weeks 10 Sidewalk re airs 8 weeks 11 Address needs of trees south and east sides 8 weeks 12 Su I /install blinds in connectin corridors 4 weeks 13 Su I /install window screens 8 weeks TOTAL Estimate $3.3 million ti~ Central Recreation ., .:r ors - _ e M .... .. ..t. a# _, ti ~., -~,~ _ _ JrTi 1 Replace HVAC system (included with REWHS)" Included above Included Above 2 Replace flooring in critical areas (as identified) Included Included Above above 3 Retrofit restrooms (floors, walls, fixtures) 12 weeks 4 Paint interior and exterior surfaces 8 weeks TOTAL Estimate $120,000.00 Note: "Estimated Work Time" is actual time required to complete work. It does not include requests for bids, receipt of bids and bid award, etc. c. Pam Jones, Purchasing and Central Services Director Donna Dean, Budget Director Ken Chavious, Finance Director b ~~ ~~ ~~ ~~~ ~ ~~ CONSULTING EAiGiNEERS P.Q. ®QX dA0 ! WA11N~a-1LLE, NOl1'rN CARaLIFIA ~B7S6.0'~~0 wArwEnnu.t dW ~ii•~ls+ A7henua (pfl u~•fa~o NAiI l~4 4iE~l~1 l.IIIAl4 rmn~rMralq~n.ean Ms. Pamela K. Junes, Director August 21, 2001 Purchasing axed Central Services County of Prange 132 E. King Street Hiilsboraugh, N.C. 27278 Rs: R1+P#SOy6 for Mechanical Essginccring HVAC Design Services fur the Richard E. Whiffed Human Scsvicca Center and Ce'a'tr~ Recreation Sanding Dear Pam: i certainly enjoyed meeting with you, Wilbert, and Wayne, sad we are pleased tv prvr-ida you oar proposal on dais project to furnish you design en8inecriYCB services for new Heating, Air Candstioning and Ventdatitag Systems for these #3-cilyties. We wil! provide professional services as outlined in pour July 20, x001 RFP to design mechanical systems, prepare ww~kiag drawings, ~xcifuations, and frorR end docurnerns neeessarJr fnr above buildingssn sufSaicnt detail to allow formal. bidding ofthe pxaject, after receiving approvals., Wa wil! also work with you and the occupants of the facilities to deveiap a phasing schedule to allow the County to pla:< staff locations ih advance of the work. WG have included providing Construction Phase Sexviass including ca~ductang a Qreoonatruceian conference, twice anonthly construction confeaarces an site, three corastxuctiott site visits per weak whde work is taking place an ehe, office review of Contractor's shop drawings. and a~ssistarrt~ with constrvc~iort coo~rdinatiorr ar problem resohrtiocr by plaAne as necessary. Vye wi11 provide Caratractors and Owaex auppart needed drtrimg the Contractor's one- yesr warranty for coordinating and resalvirig any problems wath equipmerr! atanufacturets/auppliers, systems functio~ai, bslanciag, arc. We will provide retard drawings prepared from the Contractor's as-built drawings in both paper and etectrnuic (Autocad) ble format. Our iump su>z- professional fee for the above work is prae Hundred Seventy-Five Thousand and Forty Dollars {5175,040) payable monthly as project progresses per Standard AIA rnilcstones. Wa will im+oicc rnanthly, 'with fee to ba payable monthly tts project progresses on a net 30 day basis. Financing service charges would be 1-i/Z% per ~reh (I$% APR) vn balance carried past 30 days. if vve sbwld have to Lek legal action to effect colle+ctian and prevail is e. delf gifFGB, rR.. P.e. , w.~, wep~u,'tr. rq„ p.E., s~rerMlM C, w-uPl+w, P.e. i €wu+us w. aim t ~avn1 w. ~c~ v.[. ~ ~~rehr s. a~iroMS r ~ Meporrq~ -.t, DItY1p 11. NO{.wND, ~.Ea 19M•IY'ir. litigatioA, then all of our costs associated with collection are recoverable- if paymems are withheld or disputed, we resin th+e rigtrt to stop work until account is current. Tf there is a project sign and building plagt<e, Reece, Noland & McElrath Engineers wi11 be appropriately Natal. T3a^:aarecrrt prcperasios anQ dietribt.»~ Sar biaair~, as well as ~~ ~p~g reg3:e by Owner, will ba treated as rcimbu~sables. ~'he basic HVA/C system proposed is viable sir volurue (VAY) with tennis! reheat, air coaled water chiller, and natural gas bailers, as recommended by the Robson & Waese, lnc. Study. EnhancementJxnodificatintts to this basic aystetQ will be emt9dc9red as budget supports, for improved envirot~tal susta~ability, comfort, and indoor air quality. Passibilitlcs i;aalude boat recovery, water cooled chiller with hydmrric economizer, variable speed pumping, dersnand control ventilation, and increased efficiency boilers. Electrical connax:tions to new HVaiC equipment will bd deaiated based otr being supplied from e~stir+g building service. New building lightiTMg systems will be specified if ca2ittga are removed, winch i$ expected, Ne;w iigl~t fxture3 vrill typically be T-8 flttarescent 5xtunes with eleetrozaic ballasts, with aorae HTD fixtures in the Ia~rary. This should improve the cnetgy efficiency of the facility sigaif~caatly, im addition to reducing the cooling load. New Iay.m ceilings and new suspension systems will most likely be specified, as expcctationa are that mecF~arsical work in the above ceiling cavities will rcquirE a1'nost complete removal of existirsg ceilings. - We have included zzo aefvices related to identification or removal oFhazardous wastes (asbestos. lead based paint, etc.) from the facility, as our understanding is that the buildings have bey inspected snd na each materials have been idantif~ed. If such materials are encountered during construction, it will be the reeponaibiiity of the Owner to have wch materials remeved. Ifyou have any geustions or your needs differ from the scope of wank i have assumed acid quoted above, please let tree know. Yours very truly, ILEECE, NOLAND & MaEI_RATH, INC. ~ C~ Stephen C. Kaufrnari, P.E. Accepted 23y: ~~ _ Date;