The URL can be used to link to this page

Home My WebLink AboutAgenda - 04-16-2002 - 8a l 1 ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 16, 2002 Action Agenda Item No. q SUBJECT: Proposed Contract with Haden-Stanziale for Conceptual Design and Site Planning at Little River Regional Park DEPARTMENT: Purchasing/Environment and PUBLIC HEARING: (Y/N) No Resource Conservation ATTACHMENT(S): INFORMATION CONTACT: Proposed Contract Pam Jones, 245-2652 David Stancil, 245-2591 Rich Shaw, 245-2591 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider awarding a contract to Haden-Stanziale, P.A., Planners and Landscape Architects, for developing a conceptual design and site plan for the Little River Regional Park and Natural Area. BACKGROUND: The County Commissioners previously approved a Little River Park and Natural Area design plan that incorporates the following elements: • Entrance road/parking area • Picnic shelter • Restroom facility • Children's play area • %-mile loop trail • trail system (featuring hiking, mountain biking, and equestrian trails) Orange County recently solicited proposals in order to identify a qualified and experienced firm to prepare a conceptual design and site plan for the construction of the plan elements. As the Board will recall, the development of the new 391-acre park is a cooperative project among the partners Orange County, Durham County, Triangle Land Conservancy and Eno River Association. The park will be jointly owned and managed by Orange and Durham counties. 2 Orange County issued a request for proposals from firms in December; 2001 and received responses from four firms. Interviews were held with three firms on March 13. Based on criteria that included, but was not limited to, such components as experience of the firm and the design team, previous projects and their adherence to budget, ability to work with groups and-make public presentations, their technical capabilities, on time completion of project, the selection committee chose Haden-Stanziale to perform the requested services. Haden-Stanziale has 20 years of experience with creating recreational facilities throughout the state and with several park design projects in the Triangle region. Examples include Lake Johnson Park and Chavis Park, both in Raleigh, and West Chapel Hill Park, Hillside Park, Campus Hills Park and Valley Springs Park in Durham. The project would be designed within 90-120 days after which construction bids would immediately be solicited. Construction is expected to begin in Fall 2002 and the Little River Regional Park should be open to the public by March 2003. FINANCIAL IMPACT: Haden-Stanziale will provide design services through the bidding/award phase for an amount not to exceed $27,120, plus reimbursable expenses (such as printing, travel, etc.) Contract/Construction Administration will be handled by Durham and Orange County staff. Any services rendered by consultant for contract/construction administration will be billed per their hourly fee schedule, which is included in the attached agreement. Funding for the design project will be from a grant from the Land and Water Conservation Fund, awarded to Orange and Durham counties for developing the Little River Regional Park and Natural Area. RECOMMENDATION(S): The Manager recommends that the Board award the proposal and approve the contract to Haden-Stanziale, P.A. in an amount not to exceed $27,120, plus reimbursable expenses as they may occur; and authorize the Chair to sign on behalf of the Board. 3 HadenStanziale r i % N N / w April 2,2002 Pamela K Jones Director Department of Purchasing&Central Services P.O.Box siai 129 East King Street Hillsborough,North Carolina 27278 RE Little River Paris Design Dear Pam, We appreciate your invitation to present this proposal for Landscape Architectural services for the Master Planning and Construction Documents for Phase I—Little River Park The work includes planning*and design of all hardscaps and softscape forthe entire entrance drive and 15-acre meadow. We have visited the site and reviewed the conceptual site plan and base Information provided by the County. HadenStanziale will assist you by programming,conceptualtdrig,master planning,designing and providing construction documents and assistance In bid award. i 1. PROJECT UNDERSTANDING HadenStanziale understands that Orange County wishes to master plan the entrance to the park and the area generally bound by the 15-acre meadow. The County will master plan the balance of the park,however HadenStanziale will be responsible for planning and designing the link trail system to the proposed County designed trail system. This link will be approximately%mile In length, HadenStanziale understands that the County wishes to perform a brief evaluation to existing buildings and make recommendations as to the and use of the facilities. It is our understanding that this task will require an onsite visit by an architect end written recommendation as to course of action(s). HadenStanziale further understands that the County wishes to be provided construction documents,plans,details,specifications and bid documents sufficient for the project to be bid under North Carolina law for all Phase I Improvements. HadenStanziale also understands that the County desires assistance in providing bid review and recommendation of award. It is HadenStenziale's understanding that all of the above listed design services be completed In a 90-120 daytime frame, 11. SCOPE OF SERVICES Based on our understanding of the project and our discussions,we propose the following Scope of Work: Phase One—Site Tour&Evaluation • Project kick-off meeting/Site familiarization/reconnaissance • Preliminary base mapping • Site Inventorylassessment • She suitability Mlkn,5111" ►e,P.A. • Coordinate survey 0•ri.nm FIN linnet 1'Lva III IV flrlln?Glr'1,511tli 1411 unrltam NI' ?"'u, Slwrbla vl'i._Hl "calf 1 `ilv,_iN.'llli`i 1 m,ullfu,6.uir}I,.ubn.l.nutid"11O w�lmingron Haden Stanziale Letter Agreement.max 4 April 2,2002 Pam Jones Page 2 of 4 Issues and constraints • Base map finalization Phase Two—Review of proposed Park Facilities Presentation meeting of Phase i and programming meeting to determine park facilities-combined Rank facilities for development priority(By orange and Durham County) • Develop phasing options(By Orange and Durham County) • Review of historical architectural components Develop facilities spacial requirements and functional relationships(bubble diagrams) • Determine regulatory criteria • Owner development criteria Presentation meeting Phase Three—"Sketch Design" Utilizing issues and constraints map delineate development pods • Special articulation of facilities considering pedestrian and vehicular circulation • '-Sketch Designs'of alternate facilities configurations • Site visit for validation of design • Presentation meeting Phase Four—Drat Conceptual Designs • Review comments from 4Sketch Designs' • incorporate comments and develop a conceptual site plan(hand drawn) Once the conceptual site Is prepared a conceptual grading plan will be prepared to establish the relative volume of earth for the estimate of probable construction cost. • Develop phasirig/Implementation plan(By Orange and Durham County) • Develop estimate of probable construction cost Refine conceptual design • Public meeting for concept presentation Phase Five—Preliminary Site Plan • Review and incorporate comments from Phase Four public meeting as appropriate. • Prepare a preliminary hand rendered site pan drawing to scale establishing horizontal geometry for all proposed Improvements. Drawings will be colored • In association with this plan a preliminary grading plan will be prepared so that Initial erosion control and storm water design can be undertaken. • Sketches of detailing and outline specification will also be prepared at this time. Once the above plans have been prepared a detailed unit quantity estimate of probable construction cost will be prepared. • Incorporate comments into plans • Prepare written summary or entire design process In anticipation of submittal to the two county boards. • Public presentation meeting to subcommittee of Joint boards Haden Stanziale Letter Agreement.max April 2,2002 5 Pam Jones Page 3 of 4 • Upon obtaining approval HadenStanziale will prepare detail plans and specifications along with contract documents sufficient for Orange County to bid,award and construct the project. Prepare and submit packages to regulatory agencies for their review and approval Phase Six—Bidding and Award Review bids,tab bids and make recommendations of award Phase Seven—Contract Administration • HadenStanziale will visit the site at your request appropriate to the stage of construction or as otherwise agreed by HadenStanziale in writing to become familiar with the progress and quality of the work and to determine in general if the work Is proceeding in accordance with the Contract Documents. This work is optional and will be billed hourly if utilized (see attached schedule) Note: All construction drawings and detailing will be in AutoCad III. COMPENSATION Compensation for those services outlined above will be on a lump sum fee basis as follows in accordance with the attached General Terms and Conditions. FEE Phase I—Site Tour and Evaluation $3,170.00 Phase II—Review of Proposed Park Facilities $4,070.00 Phase Ill—Sketch Design $1,850.00 Phase IV—Draft Conceptual Design $7,570.00 Phase V—Preliminary Site Plan $10,000.00 Phase VI—Bidding and Award $460.00 Phase VII—Contract Administration(Optional) Hourly TOTAL BASIC SCOPE OF SERVICE $27,120.00 Compensation for those services beyond the scope of services outlined above will be on the basis of actual time expended not to exceed the above listed numbers and the attached General Terms and Conditions. In addition, all out of pocket expenses would be billed in accordance with the attached General Terms and Conditions,which should be incorporated by reference. The fees listed above shall be subject to renegotiation under the following conditions: A. If the scope of the project changes materially,and/or design revisions are required beyond the original approved plans. B. If services covered by this proposal have not been completed within twelve 02)months of the date of this proposal. Haden Stanziale Letter Agreement.max 6 April 2.2002 Pam Jones Page 4 of 4 We look forward to this opportunity to work with Orange County. It the above meets with your understanding and approval,please sign the enclosed copy of this proposal,Initial and date the attachments,and return it to me for our files. The return of the signed contract will also serve as our notice to proceed. Respectfully Submitted, PAUL C. EMBLER,JR.ASLA Senior Project Manager Attachments— 1. Copy of Same 2. General Terms and Conditions 3. Hourly Rate Schedule CC—George Stanziale Robyn Dickinson APPROVED: The County of Orange DATE Haden Stanziale Letter Agreement.max 7 Haden•Stanziale r � � e t . t t t. • t t e e n t t : , GENERAL TERMS AND CONDMONS 1. The General Terms and Conditions outlined below are part ofthe attached letter agreement and are hereby incorporated by reference. 2. The Owner shall provide Haden-Stanzlale with program information regarding the requirements and objectives for the Project. Additionally,Hadiar&vWale shall be entitled to rely upon the accuracy of any services,information,and survey reports supplied by the Owner or by others. 3. In addition to professional fees outlined in the attached letter agreement,the Owner shall pay all reimbursable expenses which are defined as actual expenditures made byHadw-Stmidale, their employees,or professional consultants in the interest of the project and include expense of transportation and living when traveling in connection with the project;long distance calls and telegrams; and expense of reproductions, postage and handling of drawings and specifications,excluding those for office use and presentation to the Owner. Reimbursable expenses will be calculated as actual cost plus a ten percent(10%)administrative fee. 4. All fees and reimbursable expenses will be invoiced bi-weekly and are payable upon receipt. In the event payment is not,however,received within thirty(30)days of invoice date,the past due balance will be subject to an interest penalty of one and one-half percent Invoices which remain outstanding shall be subject to interest at the rate of one and one-half percent (1-1/2 0/9) per month. In the event payment is not made within sixty (60) days, Haden-Stcvrziale will stop work on the project until payment is received. Stoppage of work by Haden-Stanziale will not be deemed as a default under the terms of this letter agreement. In some cases,an additional fee will be required to stop and restart work due to non-payment. 5. The Owner agrees that this letter agreement shall be interpreted according to the laws of the State of North Carolina, and agrees to reimburse Heinen-Stanziale for reasonable attorney fees that it may expend in enrorcing this letter agreement. 6.. Payment ofthe advance deposit,ifrequired,and signature ofthe letter agreement will signify the Owner's acceptance of all the Terms and Conditions stated herein and the Owner warrants that the necessary funds are available to pay Haden-Sramiale for the services and expenses outlined in the letter agreement and that these funds are not encumbered or contingent upon subsequent sales,approvals, permits or financing commitments. Madrn-SW diHlr,P.A. rint Jilin Plait Durham ::Un IY �1am�utaa dun• .t,u {tntham. Nl ?- ut Charinlle t madlturh.urrvlt.xbvrt.tnn.It.4t"it Wihninrlen Haden Stanziale Letter Agreement.max 8 Haden•Stanziale Y 1 N v ( k . N I• I 1 ♦ 11 a / I I Y 1 11 1 1 ! t 1 1 HADEN-STANZIALFE A A. RATE SCHEDULE Principals $125.00 per hour • James F. Haden • George E. Stanziele, Jr. Senior Associates $90.00 per hour • Jon Wood • Tim Snyder • Dan Weeks • Todd Parrott Senior Project Manager $100.00 per hour • Paul Embler, Jr. Associates $75.00 per hour • Eric Wolfe • Dan Blackman Design Staff • Karen Weston-Chien $65.00 per hour • Rod Florence $55.00 per hour • Sara Chambers • David Barnes $50.00 per hour • Ryan Bouma • Robert Shunk • Tonya Swartzendruber • Elliot Buff • Albert Lynn • Tyla Bedenbaugh • Kevin Mitchell • Katie Thomas Clerical $40.00 per hour • Robyn Dickinson - • Lanett Frey • Candi Coate Madrn.SRlnirde,rr\. kliq 11114,11 I•lai., Dwham S)1111\\',�Llin�111Nq Still,- .IM1 x111111.1111 NI. ChpNolie 11•I,_NL.:1111 I 'II'1 9H Iti1v I•mall flulh.unt•41>L o•buin.11n Inn 1Ni111inglon Haden Stanziale Letter Agreement.max 9 Little River Regional Park Natrurel Area Estimate of Fees-Detail Breakdown DESCRIPTION PRIN PM DES ARCH AWN Phase One-Site Tour b 2 his 16 hm 22 has 2 hrs 0 hrs Eval Subtotal 250.00 1600.00 1100.00 220.00 0.00 $3.170.00 Phase Two-Draft 2 hrs 20 hrs 32 his 2 his 0 hm iConcept DesIdn Subtotal 250.00 2000.00 4800.00 220.00 0.00 54,070.00 Phase Three."Sketch 2 hrs 8 his 15 hrs 0 his 0 his Des n" Subtotal 250.00 800.00 800.00 0.00 0.001 $1,850.00 Phase Four-Preliminary 2 hrs 38 his 64 his 0 hm 8 hrs Site Plan Subtotal 250.00 3800.00 3200.00 0.00 320.00 $7,570.00 Phase Five-Final Site 4 hrs 39 hrs 80 his 0 hrs 40 his Plan Subtotal soo.00 a9ov.00 4000.00 0.00 1600.001 S10 000.00 Phase Six Bid Review 0 his 3 hrs 0 his 0 hm 4 hm Subtotal $460.00 Total $1,500.00 512100.00 10 700.00 $440.00 $1,40.00 $27.120.00 1 i i i Revised 3/29/02 HadenStanr3ale PA