HomeMy WebLinkAboutAgenda - 12-09-2003-8gORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: December 9, 2003
Action Agenda
Item No. ~- q
SUBJECT: Contract Approval: Innovative Design for Wastewater Treatment Design
Services at Northern Human Services Center and Feasibility Analysis of
Sustainable Design Elements
DEPARTMENT: Purchasing and Central PUBLIC HEARING: (YIN) No
Services
ATTACHMENT(S):
Cost Proposals for:
Feasibility Analysis Defining Optional
Strategies Far Sustainable Design
Elements Available Far Use At
NHSC
Wastewater Treatment System
Design
INFORMATION GONTACT:
Pam Jones (919) 245-2652
TELEPHONE NUMBERS:
Hillsborough
Chapel Hill
Durham
Mebane
732-8181
968-4501
688-7331
336-227-2031
PURPOSE: To consider approving a contract for:
1, Feasibility analysis of specific sustainable design elements at the Northern Human
Services Center (NHSC) per Innovative Design proposal dated April 27, 2003; and
2. Design services related to the wastewater treatment system at the Center.
BACKGROUND: On October 27, 2003, the Board endorsed a proposal from Innovative Design
that laid out specific areas in which a sustainable design approach for construction might be
appropriate. The Board has previously expressed a desire to use the NHSC as a model for
sustainable design strategies in future development of the site. In addition, the Board
previously approved the feasibility study upon which a grant to the State Energy Office is based.
Approval of that request during the current funding cycle does not appear likely. However,
since the grant funds were primarily targeted to construct the educational component of the
project, the non-funded status of the grant is of little consequence to the actual system
construction. Should the grant be funded in the future, the educational component may be
constructed.
The work accomplished through the acceptance of the feasibility analysis proposal would clearly
identify the feasibility of a variety of options and their associated cost, from which the Board
could then select its preference.
Actual design to complete the work identified would be an additional contract brought forward
for Board consideration as work may be funded and scheduled.
Item #2 seeks Board approval for the design of the wastewater treatment system using Living
Machine or equal technology. As the Board will recall, this technology creates a wetlands
environment that naturally treats waste and produces clean water that may subsequently be
used for other uses that do not require potable water (such as irrigation). As indicated earlier, a
grant request to support the educational component of this project is not likely to be funded and
as such will not be constructed at this time. The absence of the educational component will not
impact the proper function of the system.
The consultant indicates that the project should be designed and ready to bid by March 1, 2004.
FINANCIAL IMPACT: The cost of design and construction management services associated
with the construction of the wastewater treatment system as quoted by Innovative Design is
$72,500. The funds to accomplish the work are budgeted in the Northern Human Services
Center capital project fund.
Funds are available in the NHSC capital project fund to support the $36,410 contract cost.
RECOMMENDATION(S): The Manager recommends that the Board:
1. Exempt this contract from the architect/engineering selection process as provided in GS
143-64-32;
2.. Approve a contract with Innovative Design to conduct a feasibility analysis of elements
as identified in the proposal dated April 27, 2003 in an amount not to exceed $36,410;
and
3. Approve a contract consistent with the attached cost proposal from Innovative Design
to design a wastewater treatment system using living machine technology in an amount
not to exceed $72,500, plus incidental expenses that will be paid to consultant on a
reimbursement basis; and
4.. Authorize the Chair to sign contracts, contingent upon County Attorney and staff review.
° Innovative D e s i g n
850 W Morgan Street Raleigh, NC 27603 919-832-6303 Fax 919-832-3339
April 27. 2003
Pamela .Jones
Director of Purchasing and Central Services
Orange County
132 E. King Street
Hillsborough, NC 27278
Ms, .Jones:
I look forward to the opportunity to work with Orange County on such a challenging and
exciting project. The sustainable goals put forth by your commissioners fbr the old Cedar
C,rovc School are wondertuh 1 would be very proud to be a part of making them come
true, 1 thank you for the opportunity.
The following presents a proposed list of optional strategies which I-Iarshad Padia (with
Padia Cmrsulting) and I feel are opportunities which should be analyzed. Depending
upon your budget for this initial work, you could decide upon the level of effort desired.
In our very tentative review, we have also tried to place these option in order, in terms of
relative potential benefit (both energy dollar savings and environmental impact). We
have also identified a fee associated with each item that would allow us to analyze the
particular item in relationship to the overall project.
To complete the following work, we will, from an energy perspective. require that the
current building be inputted into a total building energy simulation program. l o
accomplish this analysis, we use the best program available -DOG 11. To additionally
simulate any of the daylighting options, we use a program called DAYL.ITG which allows
us to simulate the daylighting contribution at numerous points within each individual
room, al! day long, 365 days a year. To determine the actual projected lighting and
cooling savings, this DAYLITE program output is, in turn, input into DOE 11, which
accounts for the savings occurring from the particular daylighting option in relationship
to the other building dynamics. 7o calculate the rainwater savings, we will utilize a
program developed by Innovative Design, specifically designed for optimizing the size
and design of rainwater catchment systems.
The proposed analysis will determine, for each measure, the energy savings (in dollars as
well as btus), CO2 savings, and nitrogen savings. This will be compared to the projected
cost of each measure.
The following outlines the bast audit and analysis costs that will occur. regardless of the
specific measures selected. This scope assumes that there are "As-Built ~ plans for the
facility and that additional. detailed lield work is no[ required to determine the existing
conditions.
Base Tasks
task Base I: Complete audit of the facility
ID 8 hours at $125/hour $ 1,000
12 hours at $90/hour $ 1,080
Padia G hours at $125/hour $ 720
8 hours at $90/hour $ '720
Task Base 2: Input of base building into the DOE Il
energy simulation
Padia 40 hours at $90/hour $ 3,600
Task Base 3: Coordination with Orange County
staff, interim review, information
gathering, and final presentation to Orange
1D 20 hours at $125/hour $ 2,500
30 hours at $90/hour $ 2,700
20 hours at $50/hour $ 1,000
Padia 8 hours at $125/hour $ 1,000
4 hours at $90/hour $ 360
Total Base Costs $14,680
The proposed analysis of sustainable options arc broken down into the categories of
energy, water, and green products and systems.
Energy
__ Task E1: Daylighting/window strategies
1D 5 strategies x l0 hours x $90/hour $ 4,500
2 hours x $125/hour $ 250
Padia 2 strategies x 4 hours x $90/hour $ 720
1 hour x $125/hour $ 125
5
Task EZ: Trecshading
I D 3 horns X $9O/110UC $ 27O
1 hours x S 125/hour $ 125
Padia 4 hours x $90/hour $ 3GU
1 hour x $ I25/how' $ 12>
_ Task G3: Mechanical system options (includes
recommendations on ]AQ and ventilation)
Padia IS hours s $90/hour $ 1 ,350
2 hours x $125/hour $ 250
_ Task L-4: Lighting modifications
Padia 10 hours x $90/hour $ 900
1 hour x $ l25/hour $ 125
Task G5: Root/radiant barrier/insulation strategies
ID Z strategies x :3 hours x $90/hour $ 540
1 hour x $125/hour $ 125
Padia 2 strategies x 4 hours x $90/hour $ 720
1 hour x $125/hour $ 125
Task E.6: Natural and fan assist ventilation strategy
ID 3 hours x $90/hour $ 270
I hour x $ 125/hour $ 1 ZS
Padia 4 hours x $90/hour $ 3G0
1 hour x $125/hour $ 125
Task E.7: Solar hot water system
ID 2 hours x $90/hour $ 180
] hour x $125/hour $ 125
Padia 2 hours x $90/hour $ 180
1 hour x $125hour $ 125
Task E8: Remote PV lights f'or parking lot, park, walks, and "sign"
ID 2 hours x $90/hour $ l 8U
1 hour x $125/hour $ 125
Padia 2 hours x $90/hour $ 130
1 hour x $125hour
_, Tnsk E9: Unknown (to be detcnnined during audit)
tD 3 hours x $90/hour
1 hour x $125/hour
Padia 4 hours x $90{hour
I hour x $90/hour
Total Cnergy Taslcs 1L1-C7
Water
$ 125
$ 270
$ 125
$ .360
$ 125
$1.3,590
_ Task W 1: Rainwater catchment system (for toilet flushing
and irrigation. One option would be to just look at
suPPlYutg stew toilets required for facility/park mtd
another would he to modify existing plumbing in
gang toilets). Both could help in irrigating ball field.
ID 10 hours x $90/hour $ 900
1 hour x $125/hour $ 125
Padia 4 hours x $90/hour $ >60
Z hours x $125/hour $ 250
Task W2: Water Saving fixtures
Padia 6 hours x $90/hour $ 540
1 hour x $125/hour $ 125
Task W3: Living Machine in comparison to septic
ID l6 hours x $90/hour $ 1,440
3 hours x $125/hour $ 375
Padia 16 hours x $90/hour $ 1,440
3 hours x $125/hour $ 375
Total of'faslcs Wl-W3 $ 1,930
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Green Products and Systems
Task Gl: Recycling systems
lid 6 hours x $90/hour $ 540
I hours $125/hour $ 125
_ Task GZ: Pervious pavement
ID 3 hours x $90/hour $ 270
1 hour x $125/hour $ 125
Task G3: Misa recycled products
TD 10 hours x $90/hour $ 900
2 hours x $125 $ 250
Total Task GI-G.3 $ 2,210
Total of alt tasks $3G,410
Energy Office Proposal
Having looked through the grlnts requirements and knowing a little bit mr what some of
the other folks will be submitting For, I am suggesting that we pursue the water issues and
concentrate on creating an exemplary environmental solution that will serve as a regional
example of sound water management.
Assuming that you want to go ahead with the majority of this analysis, we will, on your
behalf submit a grant proposal to the energy ollice for the Living Machine and Rainwater
Catchment Systems. L.et me know as soon as possible if this is acceptable and what
percentage of in-kind you want to list (remember that you have to be at least 25% and the
more you put in the better your chances will be). I will also need to work with you pretty
quickly since the applications are due May 1.3, We will need to coordinate quite a bit on
this and we will need some information fiom you regarding the application. 'the
application requirements are enclosed. Ultimately, you will be the applicant an, in turn,
need to approve everything.
8
1 am not certain if this is the scope of services that you were anticipating bat, from a good
quality analysis standpoint, this is what it will take. We could, of"course. reduce the
scope but the reliability oC the cost estimates and projected savings would then be less.
If we are off base, just let me know and we will adjust if we can.. 1 will he in the ollice
Tuesday from 8:30 until noon. Then I will be out until late Friday night., }lowever, if
you do want to go aster the grant I will need to work on it that weekend (May 3"t and
4°i). The main time that 1 can work on the grant will be May 3"~ though May 8°'. 1 will
try to call you on Tuesday.
Thanks again 1'or the chance to work with you
Sincerely,
~^ : -~n.
ke Nicklas, FAIA
President, Innovative L)esign
Oranpe County-l.hdnp Machine Proposal
Innovative Design
Design Proposal for a Living Machine at Orange
County's Northern Human Services Center
Northern Human Services Center
The site for the project Is the Northam Human Servkes Center, boated otf St~~V,yniN Ei ead~ n Cedar Grove,
Orange County. Prevbusy an elementary school, the buiding is now used as government otflces by Orange
County, Sited on the southwest comer of the bt Is a softball field, shared with the community,
Orange County wishes to renovate the facility in a manner that highlights various sustainable features and sets an
example for the region, Several sustainable features are currentty being evaluated by the County, induding
deylightlng and energy-ettkieM bulid(ng shell strategies, energy-efHclent mechanical and electrical systems,
green building produds, sustainable site design and water wnservatkn and management systems.
As part of the renovation and extension of the fadiity, the existing wastewater treatment system, that presentty
processes 2,700 gallons per day (gpd), is to be expanded to a total treatment capadty of 6,000 gpd. To
accomplish this treatment in an environmentally sound manner, Orange County is now desiring to implement an
innovative, natural and biologically diverse wastewater treabnent system equal to or equivalent to a Living
Machine approach, This innovative, nature) wastewater and reclamation system uses plants in water gardens to
naturally perform water purification processes,
Project Scope _
Innovative Design's team will design, asslat in bidding, and provide consWctlon administration services to Orange
County in Implementing a Living Machine type system capable of treating up to 0,000 gpd of waste. The water
will be bblagicaly treated through a system of ponds, The intent Is to have the treated water disposed of onsite.
The most likely approach to be Incorporated for this projed is a tidal vertical flow (TVF). The TVF constructed
wastewater treatment wetlands operate by cydk flooding and draining through a media bed with cycle periods of
a day or lass. The cycle period of a day or less distinguishes these technologies from other flood and drain
systems. The tertiary heated effluent would be discharged into either a (t) subsurface nitrification field, {2)
subsurface drip irrigation system or (3) surface drip Irrlgatbn system. The choice of these three optlons will
depend upon the first phase of this project; a detailed assessment of the existing site and the establishment of
pdodties of County.
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Task 1: Evaluation of Options
The efforts surounding the first task of this work will center around the determination of the key site factors that
will dictate the specific type of approach to be pursued, if there are any unknown technical reasons that would
prohibit the optons from being pursued, and refining the cost estimate based upon the optimum approach.. This
work will be completed within 40 days of approval of contract
Task 1.1 Siting Analyals end Preliminary Layout
Within one week of signing contract, the county will provkte our team with the already completed surveys that
locate the existing wells, septic fields, topographic characteristics, tree locations, buildings, outdoor structures,
utilities, setbacks, property lines, and current play areas and the ball field. Additionally, they will provide our team
with information on the existing well characeristics (flow rate, tlepth, water contaminants),
Based upon initial site evaluations, discussions with your county officials, and Input from state agencies, we will
identity potential strategies and the coresponding potentai bcatlons of the various system components.
Task 1.2 Solis, Hydraulic, and Fkld Layout
This work indudes technical soils and site evaluaton of the options as they relate to regulations required for
subsurface systems; hydraulic testlmg of soil using an Amoozemeter (as required far systems greater than 3,000
gpd); one geoprobe boring to groundwater, hydraulic mounding modeling; and the n'drificatlon field layout and
speGilcatlons for the 6,000 gpd system. 'The evaluation will also address your cencem regarding any potential
impact the system might have on the existing trees,
Task 1,3 Evaluation of Existing Plumbing and Electrical
This work will consist of a detailed evaluation of the existing plumbing, septic, and well systems in order to
determine the optimum connection points and any r~s-piping requirements. The current and antcipated electrical
system will also be evaluated as ft relates to the anticipated electrical service demands, We will provide you with
a report summarizing our conclusions,
Task 1A Evsiuatbn of Functional and Educational impacts
We w(11 analyze the site from a functional and an educational standpoint, to determine the best opportunltles and
limitations for locating particular components of the system. We will evaluate the maintenance, security and
safety Issues and provide you a report summar¢fng our recommendations.
Task 1.6 Preliminary Review with County and Stets Agencies
Although there will not be enough of the design completed at this point to guarantee final acceptance, we will
review the proposed strategy with the appropriate slats and county agendas as to determine their general
acceptance of our approach.
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Orange County - LNing Marhlne Proposal
Task 1.6 Cost Estimate
Based upon the recommended strategy, we will refine our cost estimate.
Task 1.7 Presentation of Recommended Strategy
Once we complete the work listed above, we will make a presentation to the county on the results of this Task 1
work.
Task 2: Construction Documents
Assuming acceptance of Task 1 results and your desire to continue, we will complete the design the system. This
work wlil be completed in two stages and presented to you for your review at each stage of design. The first will
be at prellminary design and the second will be at construction documents,
Task 2.1 Preltminary Dealpn (Equivalent oT Design DevalopmeM)
Ottca the major components of the system are Iderrtltled and spedficaly located on the site and the major
remificatbns addressed (issues in Tesk 1,1 through 1,4), we will submH Design Development Plans on:
-Main Tidal, Vertipi Flow system (design and speciflcetlons by Living Machine engineers)
- Plumbing and Electrical nrodificetions and incorporation of TVF plans into over engineering documents
(design and specifications by Padia Consulting)
-Architecturel, egress, edugtional, and safety design issues (design and specifications 6y Innovative Design)
-Subsurface design (design and spedfieationa by Living Machine engineers, Landis)
Task 2.2 Revlew Melding whir County
This meeting would take place to review progress and receive input from the county. The meeting would take
place after the preliminary design plans are reviewed by the ccunty. if the scope has changed, we will also
provide a new anticipated budget
Task 2.8 Construction Documents
Once review comments ere taken into account, the Construction Documents will be completed in preparaticn for
bidding.
-Main Tidal, Vertical Fiow system, including all connedksns bade into building and subsurface design (design
and specifications by Padia with review by Living Machine engineers and Landis)
-Plumbing and Electrical modificatbns (design and specNicegons by Podia Consulting)
- Arohitectural, egress, educational, and safety design issues (design and specifications by Innovative Design)
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Task 2A Revises Mssting whh County
This meeting would take place to review progress and receive input from the County. The meeting would take
place after the consWction documents plans are reviewed by the county.. If the scope has changed, we will also
provide a new anticipated budget y
Task 2.ti Coordinatbn with Rsvisw Agencies
This work would Include up l012 meetings total with the following approving agencies:
-Concept with Orange County Headh Department
- Concept with DENR Regional Soll Specialist
-Concept with DENR OnSite Wastewater Program
-Site approval with Orenge County Health Department
- Site approval with DENR Regional Soli Specialist
-Site hydraulic approval with DENR OnSite Wastewater Progrem Engineer
- Engfneefing design approval with DENR On-Site Wastewater Program Engineer
- Preliminary A&E review with County
-Final A&E review with County
Any meetings required, beyond 12 would be considered additional services.
Task 3: Bidding
The task will involve assisting the county in conducting normal Bidding the project
Task 4: Construction Administration
This task will involve tasks normally Involved in ConstrucWn Administration, Including the review of shop
drawings, processing payment requests and dtange orders, and conducting srie visits.
Task 5: Commissioning
Once the project has been completed the engineers from the l)ving Machine will make a specific commissioning
trip that will include an operedonal instruction sessbn. The Living Machine engineers will also assist the county in
locating optional maintenance personnel, help the county to evaluate their suitabdfty, and assist the county in
creating a fair maintenance contract with the preferred maintenance provider.
Optional Eco-Educational Task
This system will serve as an innovative environmental waste water treatment strategy, ran function as a unique
aducationai tool for eco•aducadon, As a option to our basic services, we will provide educational slgnage and a
display that e~Iains the system's operation,
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Orange County -4ivinp Mechlne Pmpoaal
Design Team:
The design team will be lead by Innovative Design and include the following:
Innovagve Design
Padla Consulting
Landis, Inc.
LNing Machine, Inc,
If the opdon to develop educational displays and signage is exercised, our team will be joined by:
Design Dimensions
BUtlget:
Labor
Task 1: Evaluatlon of Options
Task Z: Constructbn Doamenls
Task 3: 8ldding
Task 4: ConstruGion Administration
Task 5: Commissloning/Training
Total Basic Services
Optional Eco-Educatlanal Task
Reimbursable Expenses
$24,000
$39,750
$ 2,000
$ 6,500
$ 5,500 (~
$77,750 Nta+(4S
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I II"~
The following reimbursable expenses will be billed at the following rates:
Postage/Ovemlght Mail
Telephone
Airfaremotel
Mileage
Faxes
CARD prirrts
Additional Services
at cost
at cast
at cost (ahtieipate 3 trips by Living Machine engineer)
$.301m1ie
$1.25/page
$3.00lprint '
Additional services will be billed hourly et the following rates:
Prinrapai Architect or Engineer $1251hour
Assodate Architect or Engineer $ BDlhour
CADD $ 70mour
Administraton S 40/hour
Biliino
1A1e will bill monthty for the worfc completed to that point, with amounts not to exceed those listed by phase.
Amounts billed will be due within 30 days.
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If this is acceptable please sgn below and we can get started. Thts agreement will be followed by a standard AIA
Agreement that InGudes these agreed upon terms,
Slnceray, Q ~
crik~~-~s.-
M Nickles, FAI
Presidenk Innova've Design
Approved:
Date:
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