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HomeMy WebLinkAboutAgenda - 03-16-2004-9dORANGE COUNTY BOARD OF COUNTY COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 16, 2004 Action Ager}41a It, No. SUBJECT: Bid Award /Contract Approval and Funding Options for Little River Regional Park, Phase I DEPARTMENT: Purchasing and Central PUBLIC HEARING: (Y/N) No Services; Environment and Resource Conservation; Recreation and Parks; Budget ATTACHMENT (S): INFORMATION CONTACT: Pam Jones, 245-2652 Bid Tab David Stancil, 245-2590 Lori Taft, 245-2673 Donna Dean, 245-2151 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider awarding a bid and approving a contract for construction of the major elements of Little River Park; and to propose a funding plan for Phase I of Little River Regional Park and Natural Area, a joint project of Orange County, Durham County, Triangle Land Conservancy and the Eno River Association; BACKGROUND: On June 3, the Board approved the site plan for the new Little River Regional Park and Natural Area, a cooperative project among Orange County, Durham County, the Triangle Land Conservancy and the Eno River Association. The 391-acre park will be jointly owned and managed by Orange and Durham counties, with Orange County Recreation and Parks responsible for day-to-day operation of the park. Bids for a major portion of the construction of the park were received on February 17, 2004, with three bidders responding. The lowest apparent bidder is Romeo Guest, Inc. at a total cost (including alternates) of $706,166. The alternates included the picnic shelter and the playground development, both of which are critical elements of the park and are desired by our partner, Durham County. A number of elements are being completed outside of the construction bid previously referenced. The elements and their associated costs are as follows: • Nature trail improvements, horse trails and signage to back 385 acres: $56,500 (Note: a portion of the horse trails will be on private property adjacent to the park; County funds will be used for signage but not for trail improvements on private property; staff is working with the landowner and County Attorney to develop a formal agreement for BOCC consideration,) • Stabilization/deconstruction of abandoned structures, (excluding the Laws House): $17,300 • Project to date expenses, including such things as design fees, archaeological studies, site preparation, surveys, land disturbance permit: $62,000 • Park entrance (landscaping, fencing, etc.): $3,500 • Caretaker Residence (relocated from Yorktowne Drive): $90,000 • 3% Contingency: $22,000; • Architect construction oversight expenses: $8,500 The property also contains a structure heretofore referenced as "the Laws House", Decisions regarding its final disposition have yet to be made, Staff is currently exploring options that will be brought back to the Board with recommendations at a later date. Durham County staff has indicated minimal interest in restoring the house, Associated costs will be prepared at such time the recommendations/options are presented. Staff has attempted to identify all costs associated with the project in order to provide a global view of the project and to determine the necessary funding for the entire project without repeated effort. Based on elements contained in the bid, previous expenses (such as design fees and costs of relocating the caretaker house) and elements to be accomplished outside of the construction, the estimated cost of construction is $965,966, of which $312,000 is covered by various grants. Orange County's share is estimated at $326,983. Most of the cost is to be split evenly between the two partners. However, as the Board will recall, some expenses associated with the relocation of the caretaker house are the responsibility of Orange County only, An $85,000 turn lane from Guess Road will be funded by North Carolina Department of Transportation and has not been included in the cost estimates cited above, FINANCIAL IMPACT: The Board has previously been advised that the revised cost estimate for the park significantly exceeded the available revenues. However, until the receipt of bids on February 17, it was unclear how much additional funding would be required of both partners. The chart below outlines project costs and available funding sources: Little River Park Development Project Cost Summary Category Total Estimated Project Costs Park Construction (including picnic shelter and $706,166 playground development) Nature trail improvements, horse trails, signage $56,500 Stabilization/deconstruction of abandoned structures $17,300 (excluding the "Laws house") Design fees, archaeological studies, site preparation, $62,000 surveys, land disturbance permit Park entrance landscaping, fencing, etc. $3,500 Caretaker residence (relocated from Yorktowne Drive) $90,000 Architect constriction oversight $8,500 Project contingency (3 percent of construction $22,000 contract) Total Estimated Project Costs (excluding the " $965,966 Laws house) Available Funding Funding Source Amount Grant Funding Land and Water Conservation Fund Grant $262,000 Trails Grant $50,000 Total Available Grant Funding $312,000 Remaining Project Costs to be Split Equally Between Orange and Durham Counties (Total $653,966 Estimated Project Costs [excluding the "Laws house"] minus Total Available Grant Funding) Orange County Share of Project Costs 0) $326,983 Durham County Share of Project Costs $326,983 Total Project Funding $965,966 (1) Of this total, the BOCC has previously approved $40,000 (from payment in lieu funds) and $15,000 (Hazardous Mitigation grant) leaving an additional contribution from Orange County of $271,983. Staff recommends that the BOCC indicate its intent to include $272,000 in additional funding for the Little River Park Development Capital Project to be obtained through alternative financing. An additional $272,000 would be included on the proposed County Debt Issuance Schedule that staff plans to present to the BOCC later this spring. As indicated in the background section above, decisions regarding the final disposition of the "Laws House" have yet to be made. Staff is currently exploring options that will be brought back to the Board with recommendations at a later date, Durham County staff has indicated minimal interest in restoring the house. Associated costs will be prepared at such time the recommendations/options are presented. RECOMMENDATION(S): The Manager recommends that the Board: Award a bid and approve a contract to Romeo Guest, Inc. in an amount not to exceed $706,166; for construction of the Little River Park; and 2. Approve the expenditure of an additional $272,000 to cover costs associated with the completion of the Little River Park development; and 3. 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 a BOCC meeting later this spring. Jc' Z O r' U N U) 0 Fn Z N °r Y >- a O ¢ Q (.) n.D ED (D UJ ?LL OUJ J y i Il i E I N N N T T T I ? 9 ' m T T T ?! - _ - - - -. - - -_I _.- 0 LO o co r LO OJ h N CD C L d Q I O V 7 O V h N h V N it m d a - - - o - ; - - -- - - - - c0 h D N ? co E;? (4? C-4 ' m N m C i I i O ( I i C L ? N N i U m ? ? I d = o a E C5 z :E 0 ?