HomeMy WebLinkAboutAgenda - 12-11-2001-9cORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM A85TRACT
Meeting Dace: December 11, 2001
Ac[lon Ageptla
Item No. -!`
SUBJECT: Approve FUntling for Initial SRe Work at Chapel Hill-Camboro Chy Schools
(CHCCS) Elementary School p9 Loca[etl at Meatlowmont
DEPARTMENT: Budget PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
AHacM1ment 1. November 2], 2ogt Memo
from Bill Mullln re: Elementary Bchocl N9
Initial Site Wodc Contract
AttaehmeM 3. Bld Tabulation for Pre-grading
Package for Elementary #9
Attachment 3. November 20, 2041 Site Plan
for Schools antl Town Use Agreement
AHacM1ment 4. CHCCB Elementary #9
ProjeM ScM1etlule
AHachmeM 5. CHCCS EIemenWryp9
ConstruMion Capital ProjeM Ordinance
INFORMATION CONTACT:
Donne Dean 24521st
TELEPHONE NUMBERS:
Hillsborough ]32-8181
Chapel Hill 968-0501
Durham 688-]331
Mebane 338-22]-2031
PURPOSE: To receive an uptlate on CHCCS Elementary School #9 end allocate
November 2001 bontl funtls [o cover costs of initial site work at the school site.
BACKGROUND:
In November 2000, the Boats of Commissioners approved a Policy on Planning
antl Funding School Capital Projects. That policy kienfifies two levels of school
construction protects-Level 1 and Level 2. Level 1 projects ere those projects that
have a relalively small swpe Df work and can be armmplisM1etl using a single
prime contreMOr, in-house stets or entail purchasing equipment and vehicles. Level
2 protects are malor protects that require several phases to wmplele. For these
projects, the Commissioners apPmve projeM footling in four phases:
• Concept/Pre-Planning Phase -inclutles preliminary programming and
tlesign work that would result in conceptual drawings and preliminary wst
estimates.
• Planning Phase - inclutles siting the facility, construction of
infrastructure, antl preparation of construction tlowments in preparetion
for bitltling process.
Design end Construction Phase - 'includes foal design, facility
constmction antl purchase cf equipment, furnlahinge, technology, antl
one-time startup items.
• Final Accounting Phase - provides a reconciliation of actual project
expenditures with approved budget,
As defined In the policy outlined above, wnstmction of Elementary School M9 in
the CHCCS diatdct is a Level 2 project antl therefore requires that the Board of
Gcmmissicners approve the project a[ the vadcua phases outlined above.
Footling for the schcol, to be constmctetl at the Meatlowmonl subdivision in
Chapel Hill, comas from a combinatlon of pay-as-you-go monies antl the recent
voter approved November 2001 bond referendum. To date, Me BoaN of
Commissioners have approved the following phases pf the project:
• GonceptlPre-Planning Phase
December 2000 -The Commissioners appropriated $132,184 in funding
for the initial phase, ConcepVPre-Planning, for this project. Funding for
this phase came from savings Inthe Smith Mitltlle Schaal construction
protect The appropriatwn provided footling far wnaeplual drewings
(schematics) antl preliminary permit fees (far the Town of Chapel Hillj for
the school
Planning Phase.
February 7, 2001 -Per the Ccmmissicner approved policy, the Boats of
County Commissioners should appoint s representative to work directly
with the Board of Education as if plans and constmcis a new facility. The
Board appointed Chair Halkiotie ae its Commissioner representative.
March 8, 2001 -CHCCS staff presented preliminary plans to the BoaN of
Commissioners iorieview. Those plans adhered to the County's
Elementary School Construction SfandaNS and included a multipurpose
room instead of agymnaeium.
Al that [line, the Commissioners appropdatetl an additional $440,4fi2 for
the Planning Phase of the protect. Funding for this phase came frcm
Smtth Middle School constmctloh project savings ($24],816) antl an
apprcpdation of $192.462 from the School Capital Project Funtl Balance.
Specifically, this phase enfalletl:
• Refining the schemafm plans;
• Developing wnslruceon antl site work tle+ails;
• Producing protect drawings that fix the building size antl charectedsfiw
(including building elevations, exfedor finishes. and mechanical,
eleUrical antl plumbing systems).
During the Town of Chapel Hill approval process last spring, the Chapel
Hill Tpwn Council requested that the CHCCS Board of Eduration include
a full-size community gymnasium insleatl of the multipuryose mom.
Estimated costs associa[etl with this upgratle are S]50,000.
July 2001 -The CHCCS Boats of Education approvetl the concept of
includlnq the gym in the tlesign plans providing that the District and the
Town mold agree on how to compensate CHCCB for the additional
Cona[NCIIOn CnaI9.
September 2A, 2001 -During the Joint meeting pf the Rvo school boards
antl the Commissioners, CHGC$ staff presentetl revisetl plans for
Elementary #9 that included the gymnasium. At that time, the Town end
BoaN of Education had not agreed on the spedfcs of how Chapel Hill
would compensate the dieMct for the gymnasium cos[. One proposal
includetl the Town re-insisting its financial support of school resource
offiwre and offering the disfdct a joint-use agreement for the proposed
Npmes$atl Center aquatic center. antler that particular plan, the Town
would have scheduled atltlitional time for the district's high school swim
teams.
After reviewing the plans, the Commissioners asketl the CHCCS BcaM of
Etlumtlon to request full funding of the gym construction met from the
Town of Chapel Hill in lieu of accepting the proposal of tletlicatetl swim
time. Slnce that time, the Town Council has egreetl to reimburse the
disMct In three annual installments of $250,000,
November 6, 2001 -Voters approvetl the November 2001 band
referendum that included funds for consimction of Elementary k9
November 26, 2001 -The Town of Chapel Hill approvetl a Special Use
Permit for Elementary #g.
Nezt Steps
Attachments 3 antl 4 of [his abshacl offer a site plan antl a project
schedule for the school, At this point, the tlis[nd requests that the
Commissioners appropriate $235,000 of recently approvetl bond funds to
rover three protect components -construction bitldinq, pre-gratling of the
site antl project contingency (see Attachment 1).
The final step of Oe Planning Phase of this protect is the bidtling process.
The tlisMCt is in [he process of finalizing the builtling spechicetions antl
protlucing construction documents required in the bitltling process. The
finished plans and spacifceiions provide the level of apedcity required
by contractors to develop mnsVUCtion bid estimates. They become part
of the consWction conhact tlocuments that connectors use to build a
facility, The tlistdct's goal Is to advertise entl solicit construction bids in
February 2002. Projected vests of the bidding component of [he project
are about $38,000. Following receipt and analysis of the constmction
bitls, CHCCS staff would present recommentlation to the Board of
Etluce[lon entl [he Boak cf Counfy Commissioners for approval.
In oMer to keep the protect on schetlule, CHCCS recently solicitetl bids
far clearing [he building patl area end providing necesaery erosion control
measures. Twenty-one contmctom submlttetl bMS with SanfoN
Contractors, Inc. of 98nfcN submitting the lowest bitl at $166,8511 (see
Attachment 2 of this abstract for tletails). The project butlget compiled in
Febmary 2001 by the CHCCS staff included $955,000 for site
development. It Is important io note that the $188,850 requestetl by
iha district now represents a Ilmltetl amount of site development
work. Major site work will he part of [he final constmction bitls.
The disbict also requests $32,150 for contingency funtls to cover
unforeseen Items asscciated with grading end constmction, for example,
rock betls. As outlinetl in the Policy on Planning and Funding School
Capital Projects, schools have the latitude to shift funds between major
components, provitling that the actual cost of theprojec[ tloas not exceed
budget. These particular components are includetl in the Design entl
Construction phase of the Level 2 project.
Final Accounting Phase
At ilia close of fhe pmlect, this phase will reconcile actual project
expentlhures with the approved budget entl prcvitle the Boertl whh a'Yinal
accounting" of the protect.
FINANCIAL IMPACT:
As statetl earlier, tootling for Oe first Iwo BOCC approval phases of this protect
came from project savings at Smith Mitldle School ($380000) entl an
appmpdafion from the School Capital Project Funtl Balance ($182,462).
Funding far the next three protect components - wnstmclion bidding, pre-
gratling of the site entl pmlect contingency woultl come from the recently
approved November 2001 bontl refarehtlum. The following chart outlines [his
information'.
Phaee CNCCS
Funtlinp
Re uael
Funtlin Source
Lame Pre-Plannin Phase ¢vetl 1&0&00
Schematic Deai n 81 W,t e4
Town rvvalPmcess
525.000 Pro)ed Savings at Smith
Middle School
Tp(el Cpnce Wie-Plannin PM1es¢ 5132184
Plannin PM1ase rovetl 03/03101
Deal nDOVelo menr $tgP,g11 Project Savings 015miN
Town oval Process $]3 WO Mitltlle Srliool an0
Approprlatlon MSCh¢¢i
conavudion Dommenta 8225.36] caplet FUna aelance
Bitltling (not approvetl on 3I03/01-
nd utletl In l2/fl/m reguesl)
$3fi,000
November 2001 Bontl
Tdel Plannin P6ese 84Td 2]B
Oesi n antl Consbuctlon Phau Re ue 51eU 12/11/01
Pr¢~ raGin $16fi 950
Conlin en $32,150 NOVBmb0r 20m Bontl
Tofal Oesi nantl Conslvcflsn PM1ase 8188,000
Total CHCCS Footling Request Eap],463
As stated eadieq CHCCS staff will present constmc[ion bid results to the Boek
of Education end the BoeN of Commiasionera for eppmval aker February 2002.
RECOMMENDATION (S): The Manager rewmmentls that the Boartl of County
Commissioners receive [he project uptla[e for CHCCS Elementary School fl9
antl adopt the attached Elementary School #9 ConsWCtion Capital Project
Ordinance,
qH L.,,,~,~{-~ 1
CHAPEL HILL -CARRBORO CITY SCHOOLS
750 Merritt Mill Roatl
Chapel Hill, North Cardlna 27516-2881
Telephone: (918) 967-8211
Fax: (918)968-2474
NNI G. Petleraen 8Mw $mopga,Avb~em SUpeMlendenl
Suparimendenl Far Suppm awvime
WIIIYm J. Yullin, D'recbr W Fadlba
Mtneae,nnt
MEMORANDUM TO: Sbve Scroggs
FROM: BiN Mullin
SUBJECT: Elementary School pg
In1Na1 Bh6 Wark Collect
DATE: Now:mber 27, 2001
Elementary School pg le sdletlulatl ro open (or UrB 2005-g4 school year. Chapel HNI
Town CouncN epplovetl the applbetbn for a Spedal Use Permit on November 25. A
phasetl Zonllg Compliance Peantl will be requested allowing builtling site preparation
[o begin ihfialtyfolbvretl by tlevelopment work ihroughoe Ma site. In preparation for
Nb phased implemenbtbn a slte tldvdopmentactivity, wnsWeion Dlans arM
spechkalions were advadieed entl bids were openetl on November 15, 20D1. Tha bkle
represent tleamg of the buikigg pad area entl pnavitling necassaryeroslon mnwl
mBeBarea.
Contreecr padicipatbn was excelbnt wdh bentyane bbs submitted fo perform the
work. The bw bitl of $186,650 waa eubmhbtl by Sanford Wntractore, Ino. of BenfoM,
NC. the cert~ed bid bbulaSPn Is attachetl. It Y Impodarrt to nob Out thY bb
repressors a limded amoGm of the ally tlevebpment work b ensure that consbuctlon of
the builtling can acwr an achetlule. The majority of sde work wNl ba inclutletl In rho
conatruGbn bide teal wIN ba openetl in February 20112.
The Bgard of County CDmrtlissionen: prevldusy approved footling requests for the
tleYgn of a si~a atwy, fulty tlaylight achod. On November 8, the vobre of Orenge
County approvatl a bond refereMUm 1ha11nGudetl footle to construe Elemardary
School pg. Aa a contlabn of the county's caPhal tmMing Polley, fhe BoeN of Courtly
Commiuioners moat approval Me Sanford ContreGOre wnlree arM a prejee
contlmlanq. A funding request for Iheaa hems has been reques[etl Far inGUabn at the
December 11° County Commissbnere meming. If appmvetl, the mnbactwill maimain
8u project aclutlule and begin sae deadng b early January. A copy of the project
schedule b abo attached
FaGlhies Management entl the projad arohaeea reaxnmeM approval of Me SanfaN
Contrail:
~ ~ ~ CORLEY 1~CDFOOT ZACK„>.
.¢f X~i6('(5 ENCI e5 ~ r~nu H60.5
November 19, 31p1
CJ' ., nw
Mr. WBBam l• MaBk9 Duecbr
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@lemevtary 9ehool p9 Covstrnctivn
Chapel hill-Currborv City Schools
Capital Protect Ordinance
Artechment$
Bc it ordawed by the OreuSC Cowry Board of Cowy Commissioners that pursuant to Section 1i.2 of
Chapter 159 ofihe General StaNtes of NOM Cazolina, the fahawing capitalpmject is hereby adopted.
Secdav 1. ITe projeo[ wlhodaed provides fuvde tv consnvct Elementary School N9 for tho Chapel
Hill Cavbom City Schools. INV&ng fur the pr lxl comes fiom svviugs Gom the Smith
Middle School Conswction PrOjecq vn appmpriation Gam the School Capital Project
fund-alance, and proceeds from the November 2001 voter approved bond mfererWa.
Seaton 2. The officers of the Cowty ace hucby dictated ro proceed with rtes project witldn me
budget contaivi ltereiv.
Section 3. The followingrevnnue is anticipazed to complete this projw[
nee
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zom-oz
sale, Tax sc ao Eo
lm aPxs sc so Eo
PSRF Ec EO fi0
Rasa PUnar sa msonn sz3s.aoo
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(SOhoul Capful Pryeut
Puvd
5142pfi2
Ra
5142,462
Tofzl Pro ec[NLntlln• 55R 44x 235,000 E80946R
8ecfi0n 4. 1]te frllowing E appropnaled frr Ibis project.
oug
xoon-m
Ps aam-oa cog
aooo-oa
none, wro-Plannin 8132ISa so ffU2, 184
Planan S44g298 9166 850 $609, 1a8
nesi seed Wneuueliov 90 $69, 150 Efi0 1sn
z a. maauramiehm Eo su sa
Teennma ~EO $o sc
Covoineenc 50 EO EO
Tatyl 5592462 $235, 000 5909 <fi2
Seedon 5. Ibis Ordutawe, orighally adopted Decamfiv 9, 2000, shall remafv in effect wfil Jma
30,2W2. -
Adopted Ibis eleventh day of Deecanba2001.