HomeMy WebLinkAboutAgenda - 10-01-2003-8oORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 1, 2003
Action Agenda
Item No. ~ '~
SUBJECT: Whiffed Human Services Center Renovation -Progress Report and
Request for Authorization for Additional Debt Funding to Complete the Project
DEPARTMENT: Public Works
PUBLIC HEARING: (Y/N) No
Purchasing & Central Services
Budget
ATTACHMENT(S):
Attachment 1 - 5/16/03 Public Works INFORMATION CONTACT:
Director Memo Wilbert McAdoo, extension 2625
Attachment 2 - 7/21/03 Public Works Pam Jones, extension 2650
Director Memo Donna Dean, extension 2151
Attachment 3 - 9/16/03 Change Order TELEPHONE NUMBERS:
Summary Hillsborough 732-8181
Attachment 4 -WHSC Project Cost Chapel Hill 968-4501
Summary Durham 688-7331
Attachment 5 -WHSC Building Diagram Mebane 336-227-2031
PURPOSE: To discuss the status of the Whiffed Human Services Center (WHSC) renovation
project and to request authorization for additional debt funding to complete the project.
BACKGROUND: Renovations at the Whitted Center have progressed well since the Board last
received a written update in July 2003. Work in the "B" Building as well as the Central
Recreation Building has been completed. Renovations in the "A" Building are progressing.
Basement level HVAC and electrical demolition work is complete and ductwork and lighting
installation in the basement level of the building is approximately 95 percent complete. First
floor HVAC and electrical demolition work is approximately 98 percent complete and ductwork
and lighting installation in the first floor of the building is approximately 50 percent complete.
Second floor HVAC and electrical demolition work is approximately 98 percent complete and
ductwork and lighting installation in the second floor of the building is scheduled to begin in the
next two weeks.
As previously reported, over the course of the project, several hidden conditions were
uncovered as the ceilings were removed to install the new ductwork. The accompanying
memoranda from the County Public Works Director (Attachments 1 and 2) detail the additional
work that was required in order to address these items, address life safety issues, as well as to
bring the 70-year plus old building into closer compliance with the North Carolina Building Code.
While the existing budget for the project has covered the cost of the substantial change orders
(Attachment #3) required to address these issues (life safety, structural repairs, fire alarm
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installation, bat guano eradication and asbestos abatement for example), funds are insufficient
to complete the renovation work that was proposed to coincide with the HVAC replacement.
The remaining renovation work, which basically includes painting and floor covering
replacement for Building A is recommended for completion in conjunction with the HVAC project
in order to avoid the repeated and significant disruption of operations in the building at a later
date.
The Board is requested to approve funding for this work and other expenses as cited under the
Financial Impact section; and to authorize the Manager or his designee to award bids and
execute the necessary paperwork, thereby allowing the project to continue within the timeframe
that allows the occupants to return to the Whiffed Building as scheduled in December 2003.
This is the same work that the Board authorized to be awarded during the summer break,
however, the purchase orders were not executed pending completion of the structural work and
subsequent assessment of the funding sufficiency.
FINANCIAL IMPACT: The table below compares currently available revenue for the project
with total projected project costs (see attachment #4 for additional detail). Staff estimates that
an additional $475,000 will be needed to complete the project. Remaining work includes
replacement of attic insulation (related to the bat guano abatement), painting, flooring and
door/wall repairs and moving expenses. This renovation work will be completed in phases over
the next few months as the HVAC contractors complete their portion of the work and clear the
area. Materials to complete the work will be purchased directly by the County through existing
State and GSA (federal government) contracts, thereby minimizing the County's overall costs.
To the extent needed, labor will be bid for the various components, such as painting, installation
of flooring, etc.
Available funding for project $3,260,860
Anticipated roject expenditures $3,735,754
itiona un s ee a to omp ete
Project
$474,894
Last spring, the Board reviewed unfunded capital needs identified by County and school staffs.
These were identified as high priority needs that should be addressed in the near future, but for
which no specific funding source had been identified. Examples of this category of projects
included renovations at the Northern Human Services Center and construction of a new Animal
Shelter. Commissioners asked staff to assess how the unfunded projects might fit into the
County's plans to seek loans from financial institutions over the next few years. That
assessment will be presented to the Board at its October 27, 2003 work session on Capital
Investment Plan issues.
In the meantime, the estimated $475,000 needed to complete the Whitted Center renovation in
a timely way should be added to the list of urgent but unfunded County capital improvements.
Staff recommends that the Board indicate its intent to include $475,000 in additional funding for
the Whiffed Center project, to be obtained through alternative financing. That authorization will
permit staff to encumber and expend the additional funds required to complete flooring,
painting, etc. Upon approval of this request for additional funding, staff will bring an updated
Whiffed Human Services Center Capital Project Ordinance forward for Board approval.
RECOMMENDATION (S): The Manager recommends that the Board:
1. Approve the expenditure of an additional $475,000 to cover costs associated with the
completion of the Whiffed Center renovation; and
2. Direct staff to include this amount in the updated five year plan for the issuance of
County bonds and alternative financing, to be presented during the October 27, 2003
Capital Investment Plan work session; and
3. Authorize the Manager or his designee to contract with vendors for the referenced
renovation work (painting, flooring, etc) when that work exceeds the $20,000 threshold
for Board approval, except that amounts exceeding $50,000 would need Board approval.
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DATE: May 16, 2003
TO: John Link, County Manager
FROM: Wilbert McAdoo, Public Works Director
RE: RICHARD E. WHITTED HUMAN SERVICES RENOVATIONS/ UPDATE
BACKGROUND
The Richard E. Whiffed Human Services Center, a former high school, was acquired by the
County from the Orange County school system in approximately 1975. Renovation plans were
developed in 1978 to facilitate use primarily as office space, and health clinic areas. The
recreation building was primarily maintained for recreation related activities, with establishment
of a small suite of offices. Minor additional modifications have taken place over the years,
primarily through subdivision of larger areas to create more private office space. The heating
ventilation and air conditioning (HVAC) system installed at that time was primarily designed to
minimize energy demand by severely limiting the intake of outside air which would require
cooling during the hot summer months and heating during the cold winter months. Few
changes had been made to the Whiffed Human Services Center since the original renovations.
In 2002, the Board of County Commissioners approved replacement of the HVAC system in the
Richard E. Whiffed Human Services Center, including the Central Recreation building. The
project included removal of all existing acoustic the ceiling systems and lighting in conjunction
with the HVAC replacement. In addition, new floor coverings and paint are being installed while
spaces are vacated for the renovations. Additional extensive renovations were undertaken by
the Health Department in the clinic areas to improve service delivery to the public.
The bid from Environmental Air Systems of Greensboro, NC was accepted and work was
initiated in August 2002.
Work was phased as follows for completion:
1. Central Recreation Building
2. Boiler replacement
3. Richard E. Whiffed `B' Building (Health, DSS)
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4. Replacement of cooling tower with chiller
5. Richard E. Whitted `A' Building (Library, DSS, Housing & CD, etc.)
INTRODUCTION
Central Recreation staff were temporarily relocated to space in the basement of the Whiffed `A'
building, following relocation of Department on Aging staff to existing DOA facilities, and OPT
staff to a modular office building located at the Public Works complex.
The scope of work in the Central Recreation building included replacement of the existing
HVAC system, as well as air conditioning the gymnasium, which had previously been
unconditioned space. All existing acoustic the ceilings and lights were replaced, and some
additional lighting was installed, especially on the building exterior. Also included was removal
of all asbestos composition floor the (ACT) throughout the building. Lobby and corridor areas
and Activity Area 3 were replaced with rubber floor tile. Activity Area 1 was replaced with
linoleum the and the office areas were replaced with carpet tile. All areas were painted including
the entire gymnasium.
Simultaneously with Recreation Building renovations, the boiler located in the mechanical room
(`A' building basement), was replaced and brought on-line in November 2000.
Work in the Central Recreation Building was completed, and the building reoccupied in
December 2002.
During the renovations in the `B' building, Health Department staff were relocated to areas in
the `A' building basement, a modular health clinic building on the site of the deconstructed
former Orange Industries building, leased dental clinic and offices and other remote locations.
DSS staff were primarily relocated to the `A' building basement and Southern Human Services
Center.
The scope of work for the `B' building included replacement of the existing HVAC system,
replacement of acoustic the ceilings and lights, painting and replacement of data lines on all
three floors. On the First and Second floors, wood tongue and groove flooring was refinished in
several office areas, while rubber the was installed in corridors. Rubber floor the and sheet vinyl
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designed for medical facilities was installed throughout the basement level (clinic area). In
addition, the Health Department incorporated significant modifications to the clinic area,
including creation of new exam rooms and offices and improvements in others. Installation of a
new high-density file system for DSS was also incorporated into the renovation project.
Simultaneously with `B' building renovations, the cooling tower was replaced with a new chiller
for provision of cooled air throughout the complex. The new chiller was brought on-line in April
2003 and is providing cooling for the Recreation and `B' buildings.
Work in the `B' Building has also now been completed with the exception of minor "punchlist"
items, with Health and DSS reoccupying the building in the first weeks of May 2003.
The scope of work for the `B' building renovations had to be expanded once ceilings were
removed and non-compliant items (structural and fire code related) were exposed. Other
changes were identified by the Inspections department and the fire marshal related to modern
fire code, life safety and Americans with Disabilities Act (ADA) compliance (fire doors, handrails
in stairwells, etc.). The cost of these repairs was approximately $100, 000.
CURRENT STATUS
The contractors have moved operations to the `A' building as it was vacated. Health
Department administrative staff were returned from the `A' building and other remote locations
to their permanent offices in the `B' building. Clinic staff have been returned from the modular
clinic to the renovated `B' building clinic. Dental clinic staff will return to the `B' building the week
of May 19. DSS staff have been returned from the `A' building. In addition, DSS staff normally
located in the `A' building have "doubled up" in `B' building offices, including several 'offices "on
loan" from the Health Department while `A' building renovations are completed, and others have
been temporarily relocated to the Southern Human Services Center. A temporary "mini Library"
has been established in the modular building on the former Orange Industries building site, with
the majority of books having been placed in storage during this phase of the renovations.
Housing and Community Development staff have also been stationed in the modular building.
As in the `B' building, the scope of work includes replacement of the entire HVAC system,
acoustic the ceilings and lights, installation of new data lines, replacement of flooring and
painting.
As acoustical the ceiling was removed in REWHS A Building, the contractor discovered hidden
conditions which requires additional repairs. These conditions include the removal of load
bearing support walls, columns and structural members. The majority of these conditions
originate from the 1978 renovation project. Additionally there are some fire code/life safety
issues that must be addressed. Public Works is working with the inspections department, the
fire marshal and the consulting engineer to determine the scope of the repairs and the
associated cost.
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DATE: July 21, 2003
TO: John Link, County Manager
FROM: Wilbert McAdoo, Public Works Director
RE: RICHARD E. WHITTED HUMAN SERVICES RENOVATIONS/ UPDATE
The renovation work at REWHS A Building is progressing. The HVAC and electrical demolition
work is 95 % complete. The asbestos abatement project for the floor the in the basement level
is complete. The bat guano abatement project is complete. The basement level new ductwork is
75% complete.
On May 20, 2003, The Orange County Board of Commissioners authorized the manager to
approve and staff to execute any change orders, not to exceed a cumulative total of $100,000
that may become necessary through August 19, 2003. The staff communicated that we would
provide the BOCC with a written report on the nature and scope upon the manager's approval
of such change orders.
As the drop ceilings were removed we discovered 4 hidden structural conditions, which required
change orders to address. The first condition relates to the structural problems mentioned in the
May 16, 2003 memorandum from Public Works Director, Wilbert McAdoo re: Richard E.
Whiffed Human Services /Update. Bilger Engineering inspected the roof and ceiling structure
and identified failed or inadequate structural elements in four different areas. Bilger Engineering
conducted inspections performed analysis and developed drawings and specifications to correct
the structural problems.
The work includes:
1. In the area above the main library where the stacks are located, the work involves the
replacement of 2 wood roof truss, repair to ceiling joist, installation of roof drains and removal of
plaster and replacement with drywall.
2. In the front section of the library, wood joist, wood beams and wood bearing walls that
support the office area in several locations do not have adequate support. In all these locations
new 2X12 wood beams will be installed
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3. Above the main floor level in the office area adjacent to the library, a support beam need to
be shored up and repair of a masonry chase.
4. On the second floor a 2x8 ceiling joist was cut to accommodate a plumbing pipe and must be
repaired. The area will be returned to the original position and new wood support added.
Environmental Air Systems developed a change order request in the amount of $56,017.00 for
the above-described work, which was approved by Orange County staff on July 16, 2003.
Once dropped ceilings were removed, Environmental Air Systems identified materials that
could contain asbestos and requested that testing be conducted on those materials. The
materials identified were 12x12 ceiling tiles; ceiling the glue; drywall joint compound; brick
mortar; and wall plaster.
Quantum Environmental conducted a limited asbestos building inspection of the REWHS
Center and prepared a report. The purpose of the inspection was to identify remaining
asbestos-containing materials on the project site. The only material that contained asbestos
was of the non-friable type in the ceiling the glue at levels between 3% and 5%. The area where
the glue for the ceiling tiles is located is mainly in the corridors and stairwell and limited amounts
in the space previously occupied by Adult Day Treatment. The glue is above the ceiling the and
requires the removal and disposal of the ceiling the and unfastening and support of conduit
piping and electrical wiring to access the glue. Additionally, the second floor corridor has an
additional layer of drywall below the 12x12 ceiling the and glue that must be removed and
replaced.
Environmental Air Systems solicited a proposal from PCS Inc. an asbestos abatement
contractor and provided a change order for asbestos ceiling the glue removal and associated
work in the amount of $33,465.00. Orange County staff approved a change order in the
amount of $33,465.00 on July 16, 2003.
The total amount of change orders during this period is $89,482.00. The approval of these
change orders will allow the project to continue without disruption and allow for continued
progress toward completion.
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To: Donna Dean, Budget Director
From: Wilbert McAdoo, Public Works Director
Date: September 16, 2003
Re: Environmental Air Systems, Inc. (EAS) change orders
HVAC Systems Replacement
CO #l:
Furnish and install an energy management control system as manufactured and installed by Siemens
Technology.
Amount: $75,000.00 dated 1/6/03
CO #2:
Exterior lighting changes on the Recreation Building to provide photocell control of the outdoor lights as
outdoor lighting control does not exist in the Recreation Building
Amount: $3364.00 dated 1/29/03
CO #3:
Install one additional category SE data cable to each location shown on drawings to receive data outlet.
All cabling is to be terminated and tested to BICSI standards and results provided on disc.
Amount: $20562.00 dated 1/29/03
CO #4:
Repair of the drywall ceiling to restore fire separation on level 1 and 2 of the "B" Building, and upgrades
of electrical distribution system involving removal of PVC conduit installed in the return air plenum on
level 1 of "B" Building. Life safety to comply with Orange County Building Inspections code
requirements.
Amount: $15240.00 dated 2/3/03
CO #5:
Installation of fifty additional data outlets in Building "B" as requested by :Dick Taylor.
Installation of a 2" conduit into the telecommunications room in Building "A" as requested by Dick
Taylor.
$9665.00 dated 2/25/03
CO #6:
Modifications for the Dental Lab to conform to the requirements of the Patterson Dental Supply, Inc.
drawings 1 & 2 dated 1/24/03
Modifications for the Health Dept requested by Owner as outlined in the Corley Redfoot Zack, Inc Project
instructions dated 3/3/2003 and as discussed in job meetings on 3/13/03 and 3/19/03.
Amount: $17784.00
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CO #7:
Modifications outlined in RNM field report dated March 2, 2003, RNM supplemental fire alarm drawings
#FA1-FAS dated March 14, 2003, and structural repairs outlined in Bilger Engineering sketches dated
February 22, 2003 and March 8, 2003.
Modifications are required by the County of Orange Buildings Inspections department, for the purpose of
improving the egress capability of the facility in the event of a fire, and the structural integrity of the
buildings
Amount: $90550.00 dated 4/8/03
CO #8:
Additional fire alarm system devices as required by the County of Orange Buildings Inspections Dept. for
final approval.
Concrete slab repair in "B" Building.
Amount: $4792.00 dated 6/30/03
CO #9:
Environmental Air Systems & Evans Electric has proceeded as directed to bring the existing electrical
distribution system into code compliance. Most if not all of this work has been completed.
Upgrade the battery pack on the fire alarm panel as opposed to replacing the existing panel as
recommended on COR 13, which this proposal replaces.
Furnish & install the necessary telephone cable & outlets for Building "A"
Amount: $50296.00 dated 6/30/03
CO #10: Structural repairs as outlined in the July 4, 2003 memo from Bilger Engineering, to repair
damaged ceiling /roof structure over the Library
Amount: $56254.00 dated 7/28/03
CO #1 l: Building A ceiling the glue/adhesive asbestos abatement as outlined in Power Component
Systems, Inc July 11, 2003 quotation and Associated Air Rary.
Monitoring services as outlined in EI Inc. July 23, 2003 quotation.
Amount: $36,659.00 dated 8/7/03
CO #12:
Removal of plaster lath from the second floor corridor ceiling, resulting from the ceiling the glue/adhesive
removal, as described in Tide-Up Construction Company, Inc August 7, 2003 proposal
Amount $3500.00 dated 8/14/03
CO #13:
Additional work associated with the drywall & structural changes to Building "A"EAS proceeded with
covering the overhead wood structure in the main entrance to the Library with drywall where plaster lath
was removed.
Amount: $2020.00 dated 9/2/03
Total Amount of Change Orders To Date: $385,686.00
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Whitted Human Services Center
Project Cost Summary
Project Total
Original Expenditures 8~ Estimated Estimated
Project Encumbrances to Expenditures Project
Category Estimates Date To Complete Costs
Heating, Ventilation & Air Conditioning (HVAC); Data Wiring and Health Clinic Renovations
Original Contract $2,328,874 $2,328,874 $0 $2,328,874
Change Orders to Date $0 $385,700 $0 $385,700
Professional Fees for
Engineering and Design $175,540 $184,610 $0 $184,610
Asbestos Abatement $20,865 $0 $20,865
Bat Guano Abatement $0 $62,250 $0 $62,250
Painting and Flooring $500,000 $160,455 $283,000 $443,455
Moving Expenses $0 $0 $180,000 $180,000
Insulation $0 $0 $30,000 $30,000
Contingency $51,000 $0 $100,000 $100,000
Total Estimated Project
Costs $3,055,414 $3,142,754 $593,000 $3,735,754
Funding Available for Project
$3,260,860 $3,260,860
Difference in Available Funding and Estimated Project Costs ($474,894)
NOTES:
Change orders include structural repairs, life safety requirements
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