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HomeMy WebLinkAboutAgenda - 06-18-2002 - 9b ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Dat: June 18,2002 Action Againve Item No. SUBJECT: Bid Award Whiffed Building HVAC Renovation DEPAR EWT Purchasing and Central Services PUBLIC HEARING: (YAO) No Public Works Department ATTACHMENT(S): INFORMATION CONTACT: Pam Jones(919)24&2552 March 27,2002 Memorandum to B0OC Wilbert McAdoo(919)24&2525 CeNfied Bid Tabulation TELEPHONE NUMBERS: Hiliaborough M4181 Chapel HIS 9684501 Derhem 99&]391 Mebane 9961- klb(91 PURPOSE: To consider awarding a bid for HVAO system replacement at the Whiffed Building In Hillsborough, NC. BACKGROUND: The existing HVAC system was inclosed!when the building was renovated in the early 1990's. The system requires significant time and money to keep it maintained to a satisfactory operatng level. Further,there continues to be air quality concerns throughout the building,which are exacerbated by the existing system's inability to function properly. The County conducted a feasibility study to determine the most efficient system for the building. The resulting system was designed by Reece Noland McEll Bids for the replacement of the system were received on May 29, 201 with receipt of nine responsive bids. Bid Result The bids tatted a very positive Mange in to bidding climate as compared to our experience In the past several years. The low bid, Including all components of Me project is U,M,874 as submitted by EnNronmertal Per Systems,Greeensboro, NC. Scow of work The bid contains several components: 1. HVAC system rapacemenp including ductwork 2. Gelling and Iightlng replacement 3. Dater wiring throughout Me building 4. Renovation of the Health Department Clinic The data wiring in the Whiffed Building is a hodgepodge of wiring Mat has evolved over Me pest several years. The ceilings will be open throughout the building with the ductwork, ceiling and lighting replacement,creating an excellent opportunity to properly install Me wiring. This action will significantly improve the long-term performance of Me existing network service within the Whiffed Building and will promde a framework for future installations as well. 2 Additional Information on the other components of wodr is included In the attached memorandum. Accommodations for staff during renovation As the attached memorandum explains,the building must continue to be occupied during the HVAC system replacement,thereby races sifing all occupants to be displaced at one time or another. This will be accomplished through a combination of: • Oulpos ping employees to other depaltmenlel sites(such as recreation open to other recreation centers); • Telecommuting for employees where supervisors deem it appropriate; • Reboalfng span to other departmental offices unaffected by a particular stage of renovation; and • Rented space or modular units proposed for location on the able of the deconstructed Orange Industries Building on Tryon Street. Where additional paid would be Incurred,speclllc proposals - would be presented for Board consideration in August-Seplembep 2002. S bedufe The work will begin in with the Recreation Building effective August 1,2002. B Building will be vaored around October 1,2002 for commencement of HVAC replacement and also the Health Clinic renovator. The phasing schedule anticipates the entire protect will be completed in approximately 15 months. Public Information All of the services offered within the building wall be affected at one time or another throughout the duration 0 the project. Public Information epees will be established at the main entrances In order to keep the public apprised M the status of the project,projected service disruptions ani alternative serves dellvery locations, etc. FINANCIAL IMPACT: As olttllned in the table below,funding is available from monies approved by the Bosh In prior fiscal years for the various components of the bids: Pre'ecl Carruchniont BId Amount I Funding Source TWE, netdelrerllle110n HVACIColingNghting 52,066,306 hands approved by DOCC In 6 do 2[00 Data Wiring &8,301 IProad Txhnobgy Capiml Bmovation M the Health Clinic $215,229 M dicaid Mavim'Ixation Cable! Pro ect Total $a=&aT6 RECOMMENDATION(S):The Manager recommends that the Board: • Awed a bid to Environmental Air Systems,Greensboro, NC In the amount of$2,328,070;and Adheres the Chair to sign the resulting contract, contingent upon Attorney,antl step review; and Authorize the Manager to approve change others within available funding for the project. Memorandum TO: John Link, County Manager County Commissioners From: Pam Jones, Director of Purchasing and Central Services RE: Whined Building Projects Date: March 27, 2002 You will be discussing issues related to the Whither! Building as part of your April 3, 2002 work session with the Board of Health. In order to provide some contest for the issues dismissed during that meeting, I am providing an overview of all of the projects scheduled at the facility in the near future. I would particularly direct your abortion to the Option 5 under'Special Considerations"found on page four of this memorandum, Dr. Rosemary Summers will be providing more specific Information about this matter during the work session. The projects, listed below, are significant in scope and will impact the employees working in the building as well as the citizens whom they serve: 1. Parking lot improvements 2. Renovation of the Health Department clinic area 3. Replacement of the HVAC system, ceilings and lighting in the Whiffed Building and the Recreation Building 4. General Painting and floor covering replacement Parking Lot Improvements The Whined Building has a total of four parking areas to accommodate both public and sdaB parking at the site. None of the areas are currently paved. Funds available through the Capital Investment Plan (Cl P)will allow us to pave the lot at the corner of Hassell and Tryon Streets as well as the let to the earl of the building. The combined total number of spaces on the paved lots is estimated to be 80. One of the four areas is presently used exclusively to park the OPT buses. This area,which Is estimated to accommodate approximately 38 vehicles will be opened up for public parking when the OPT buses are re-located to the Public Works campus on Highway 86N, Hillsborough. While funding Is not available to pave this portion of Me bid Improvements will be made to the area to make it more suitable for public access. This move is anticipated by April 15, 2002. The perking area to the north of the Whined Building will accommodate approximately 62 vehicles. As in the previous instance, funding Is not available to pave this portion of the lot, however, improvements will be made to the area to make it more suitable for parking by the public and employees. Understanding the significant parking issues that exist at the building and desiring re ensure that both the members of the public and the employees have adequate access to parking, Department Heads from the Whined Building devised the following parking plan: The soon to be paved lot at the corner of Hassell antl Tryon Streets will be designated and signed for public parking only. 4 • The to be improved, unpaved lot currently used by the OPT buses,will also be designated and signed for public parking. • The soon to be paved lot to the east of the building will be designated and signed for employee parking; • The to be improved, unpaved lot to the north of the building will be designated and signed for employee parking. • All on-street parking will be public parking only. Employees will be Issued parking hangings that hang from the mirror of their vehicle. As mentioned by the Manager during the March 19 County Commissioners meeting, the Town of Hillsborough Manager has offered to explore with the County the possibility of developing a limited number M addrbonal parking spaces on Hassell Street to the west of the facility. The County and Town Engineers will determine the feasibility of this approach. If deemed advisable, A will be included In the paving bld solicited by the County as an alternate so that we may Isolate the cost and make an informed decision as to its overall value. The specifications for the paving project are currently being completed and will be submitted for review to the appropriate regulatory agencies very soon. We anticipate that the project may be l bid such that an award may be made pear to June 30, 2002. The work, estimated to take 30-45 days, will be completed over the summer. Health Department Clinic Renovation Or Rosemary Summers, Health Director identified the need to re-vamp the Hillsborough clinic area some time ago. The project consists of changing the floor plan such that the client flow will be more orderly, thereby making the operation In general more efficient. It will also address OSHA standards for flooring that can be disinfected In the clinical area (the existing carpet cannot be disinfected). Further, the renovation will address heretofore-unmet specialized needs, such as the creation of a negative pressure treatment room for TB patients and more functional pharmacy and lab areas. This project is anticipated to require approximately four-six months to complete. The HVAC replacement project will require that areas be vacated while the ceilings are removed and ductwork Is replaced For this reason the Clinic renovation was designed to be bid in tandem with that project, although funded separately. The Clinic renovation will be funded through Medicaid Maximization funds. As you know, the federal government requires that each state "set aside" a portion of annual Medicaid earnings as a contingency to avoid over expenditures. The funds are referred to as 'federal cost settlement funtls' or 'Medicaid maximization funds'. Should the federal government not need to use the withheld funds, it reimburses the funds to the State on an annual basis, These funds are to de used for cost-based reimbursement for public providers of Medicaid services. Renovation of the Clinic is consistent with allowable uses of the approximately $225,000 available at this time. HVAC System, Coiling d l-' M' R ment The replacement of the HVAC system is a project of significant size and impact. The project includes not only replacement of the air handling equipment but also the ductwork, all above ceiling control valves and the ceiling itself. New energy efficient lighting will be added as well. It would be both unsafe and unhealthy for the building occupants fl this extensive work were to be conducted while areas remain occupied. For that reason, we requested that a phasing plan be 5 developed that would allow the work to progress expeditiously, but leave the building occupants in place during as much of the project as possible. The engineer, Reece, Noland & McElrath has provided three phasing options as follows: • 12-month construction time. The option that would complete the work within 12 months requires the County to vacate the entire building at one time. This would require us to find alternative office space for approximately 150 employees for the full year. • 15-month construction time. The second option creates five distinctive components over the approximately 15-month construction time period as follows: 1. Recreation Building 2. All of Building B, which includes the Health Clinic and pad of DSS. 3. First floor Building 4. Secondflcor Building 5. Third floor Guiding • 20�month constiucfon t me. The third option develops twelve phasing areas as follows: 1. Central Al Lower Level 2. Central Rec. Gym 3. Library C B Building Second Floor 5. B Building First Floor 6. B Building Ground Floor 7. A Building Second Floor 5. A Building First Floor Right Side 9. A Building First Floor Left Side 10.A Building Basement Adult Day Care 11.A Building Basement Leff Side 12.A Building Basement Right Side Using the following raticnake, we have recommended that the engineer pursue the second option (15 months duration): • The first option would require a significant expenditure in time and money to find, retrofit and relocate the entire Whined service group to an alternative location. Further, per the cost estimates provided by the engineer, the potential cost savings from this bidding method would not have been significant and would not have covered the met of the alternative space. • The third option would require the contractors to stay in almost a constant state of mobilization throughout the duration of the job. The Public Works staff and/or their moving contractor would have been on site frequently moving people in and out of offices to make room for the next phase of work. Further, the constant rotation of employees made necessary by this option could pcternally prove extremely confusing and disconcerting to the clients seeking service. Additionally, the work areas were too small for the contractor to make consistent aggressive headway on the project. This option would not only have been significantly more expensive, per the engineers cost estimate, but would have presented many more opportunifies to derail the construction schedule because of the extensive mobilization. The second option was considered most favorable to the overall project It allows the work to be sectionaipzed to give the contractor an acceptable work area such that the project can progress fairly aggressively. Fuller, this option minimizes the disruption of the staff and the 6 public whom they serve by relocating them one time and for a limited penod of tune. While the potential bide are likely to be more under this option than if we could vacate the building entirely, according to the engineering estimates, the difference should be reasonable. General Painting and Floor Covering Replacement As the HVAC and ceilingllighfing installation is completed, each area will be repainted and the floor covering replaced. The goal is to allow the workers to feel as If they are returning to new space. Special Considerations The construction schedule should be reasonably certain within the next few weeks, after the regulatory agency approvals have been received. We continue to explore options for relocating employees du ding the construction period, but have not finalized plans, pending approval of the plane and associated timelines, Options that we have considered are as follows: 1. Departments may double up with other departments and/or their own department that may be located in unaffected areas of the building. 2. Temporary workspace may be established in the Recreation Building using cubicles. 3. Supervisom may choose to allow some employees to telecommute for certain periods of time and for certain lobs. 4. Supervisors may choose to relocate some employees to other County facllltles (for example, some may temporarily work out of Southern Human Services Center or Homestead Community Center). 5. Modular office units maybe used. In particular, temporary clinic space may bB established through the utilization al rented modular units built for such a purpose. The Health Direclor has received proposals for two rental units designated to meet this need during the approximately six months needed to complete HVAC replacement and clinic renovation. The County staff and the engineers will be meeting with Department Heads located In the W hhted Building within the next couple of weeks to determine the combination of options that will make the move least painful to the county staff and public. We will keep the you and the Board apprised as more information becomes available. 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