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HomeMy WebLinkAboutAgenda - 05-18-2004 - 9dORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 18, 2004 Action Agen a A Item No. ql SUBJECT: Acceptance of Recommendation of Justice Facilities Architect Selection Group; and Contract Approval with Consultant DEPARTMENT: Purchasing and Central PUBLIC HEARING: (Y/N) No Services ATTACHMENT(S): GRZ Cost Proposal INFORMATION CONTACT: Pam Jones, (919) 245-2652 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider accepting the recommendation of the .Justice Facilities Architect Selection Group; and approving a contract with Corley Redfoot Zack Inc, (CRZ) of Chapel Hill to provide consultant services associated with the design of the Justice Facilities Expansion - Phase I, the Farmers' Market and the design of trail system in River Park, BACKGROUND: The Board is aware of the near decade-long planning process from which the Justice Facilities Expansion project has evolved, The Phase I program will include an expansion of the existing New Courthouse that approximately doubles its size, The approximately 27,000 square foot addition will house existing occupants including the District Court, the Clerk of Court, the District Attorney and various areas that will be shared among a variety of partners (the County, attorney-client conference office, visiting offices for court-related agencies, etc.). The Sheriffs Department will relocate their operations from the existing building at 144 Margaret Lane to the New Courthouse expansion as well. Other components of the project will include the construction of a Farmers' Market and development of the River Park area behind the Courthouse, • The Farmers' Market was fianded through a $90,000 grant facilitated through Congressman David Price's office and is planned for completion prior to the completion of the Expansion project. A preliminary park design was formulated by a task force several years ago and includes low impact recreation areas with trails and picnic tables, grills, etc, The services contained in the contract with CRZ would refine the design such that it may be bid in tandem with the Expansion and the Farmers' Market. The Architect Selection Team included: • Judge Wade Barber • Judge .)oe Buckner • James Stanford, Clerk of Court • Lindy Pendergrass, Sheriff • Moses Carey, County Commissioner • Barry Jacobs, Chair, County Commissioners • John Link, County Manager • Cathleen Turner, Alliance for Historic Hillsborough • Todd Dickinson, Restoration Specialist • David Stancil, Environment and Resource Conservation Department Director • Pam .)ones, Purchasing and Central Services Director This group reviewed all seven proposals that were submitted and selected four firms far interview. Interviews were held on Monday, April 19, with Corley Redfoot Zack (CRZ) being recommended for the work, CRZ has assembled a team of qualified professionals to supplement their own experience with projects such as the proposed expansion project. The full design team will include: • CRZ • Carter Goble, Inc, -Justice facility programming and planning • Donald R, Truelove -Security Consultant • Swanson and Associates, PA -Landscape Architect • Reece, Noland & McElrath, Inc, -Mechanical/Electrical/Plumbing/Technology • Lasater-Hopkins-Change, PC -Structural Engineering • Cost Plus -Cast Estimating CRZ has quoted a lump sum fee for the project of $669,800 as summarized below: • Basic Services for Courthouse, Park and Farmers' Market Project - $520,800 • Additional Services - $119,000 o Master Planning the Campus o Programming/Space Planning for existing Courthouse o Approval process o Coordination with County's Construction Manager • Reimbursables - $30,000 o Direct bill for such items as printing, copying, postage, shipping, etc, o Property survey (allowance of $10,000) Detailed information regarding each of the elements is included in the attached proposal. Upon the Board's acceptance of the Selection Team's recommendation, acontract that incorporates these elements will be drafted for review by the County Attorney and signature by the Chair to the Board. CRZ is prepared to begin work with the interior and exterior design groups soon after execution of the contract, Pursuant to a preliminary schedule submitted by CRZ, the construction of the projected is slated for completion around July 2007, FINANCIAL IMPACT: Funds totaling $294,375 are currently available for architectural services related to construction of the Justice Facility Capital Project Qrdinance. The additional funding of $226,425 needed for the Corley Redfoot Zack contract for architectural services would be included in the upcoming 2004-14 County Capital Investment Plan. The Debt Issuance Schedule that the Board endorsed on May 5, 2004 included alternative financing in the amount of $6 million for construction of the Justice Facility RECOMMENDATION(S): The Manager recommends that the Board accept the recommendation of the Architect Selection Group and authorize a contract with Corley Redfoot Zack (CRZ), consistent with the cost proposal elements cited herein; and authorize the Chair to sign a contract, contingent upon Attorney and staff review, ~ ~ CORLEY REDFOOT ZACK .C n a c l-{ i~ e c rs e~ c i~ c e a s r i_ A v N E a s April .30, 2004 creNN D.. corsrev,AO, County of Orange Pmadrnr. ceo Department of Purchasing and Central Services KENNEra E. Reoroo-r„+r,~ Post Office Box 8181 w~,• p,«;dc~'r Hillsborough, NC 27278 mARKZACK,AO, ATTN: Ms. Pamela K. Jones, Director Via• Presidcirt hvaiAEU. r,Amh,enst.EV re RE: Orange County Justice Facilities Courthouse Expansion +'""°F'°+ Hillsborough, North Carolina LAUIiENC[ W. DUNCH,AIA PROPOSAL FOR PROFESSIONAL DESIGN SERVICES ASSncinte .W DREW R. CRUICKSt1AMC, AIA Dear Ms. Jones: .~hsocinh• DAVID ht. TAYLOR, ,,~., Corley Redfoot Zack, Inc., is pleased to submit to you our fee proposal to a;,odn+~' provide design services for the above-referenced project. We are excited about HARRY hi. IENSEN Orange County's challenge to our team to design a sustainable facility usuzg ~~`°~"'+~' High Performance Building Standards, while remaining sensitive to the historic KENNETH E. shnni fabric of downtown Hillsborough. Toward that end, we submit the following ,~><ednrc proposah The proposal is based on our understanding of the project from information gathered from the Request for Proposal packet, the interview and designer selection process, and subsequent telephone conversations with you. PO hoc 2368 Chapel Hill, NC 27515-2368 222 Cloister court Chapel I-lilt. NC 2751 d-2212 Corley Redfoot Zack's consultants for the project are as follows; 1, Carter Goble, Inc.: Columbia South Carolina 2. Donald R. Truelove: Hillsborough,NC 3. Swanson and Associates, PA: Chapel Hill, NC 4. Reece, Noland & McElrath, Inc Waynesville, NC 5. Lasater•Hopkins•Chang, PC: Raleigh, NC 6. Cost Plus: Clemson, SC Justice facility prograznming and planning Security Consultant Landscape Architect Mechanical/Electrical/Plumbing - - Teclmology Structural Engineering Cost Estimating The proposal has been broken down into distinct components of work to clrarl~ (919) 9d2-s~86 Telephone respond to the variety of services needed for this project: (919) 9?9-1302 Fac 5 Ms. Pamela K. Jones, Director April .30, 2004 RE: Courthouse Expansion Projects page 2 MASTER PLANNING PHASE: 1, Information Gathering: One of the first steps in developing a conceptual Master Plan and further detailed development plans is to assemble all relevant information pertinent to making future design decisions. We will work with you and other user groups to gather as much information as possible. The development program, site constraints, significant features, the context of the area, the impact the project may have on the adjoining neighborhoods, and the character of downtown Hillsborough will be studied during the information gathering phase, We will review any existing site plans you have, and we will have a survey completed of the project area. 2. Compilation of miscellaneous existing Courthouse floor plans (provided by Owner) into a comprehensive floor plan showing the New Courthouse in its present condition. 3. Kick-off meeting with the Interior and Exterior Committees to review the project and to receive input regarding the overall project and its individual components. 4, Based on input received at the kick-off meeting, the design team will present Master Plan options to the joint committee at subsequent meetings with various iterations studied and presented, we can produce a final Master Plan for the Court campus.. 5. The final Master Plan will be used to communicate to all concerned parties the objectives for developing various portions of the site. This process will allow us to develop a consensus for further presentations as we move into subsequent phases of the design. The design fee for the Master Planning phase of the project will be $30,000. COURTHOUSE EXPANSION PROTECT: An approximately 27,000-square-foot addition to the New Courthouse Building located at the corner of Churton Street and East Margaret Lane to house the Sheriff's Department, office space, additional courtroom space, and "flex" space. The programming and design of a new entrance to serve the new facility and the existing courthouse are important elements in the design work. The budget for this portion of the overall project has been set at $6,000,000, including design fees; the anticipated occupancy date for the project is the first quarter of 2007. The actual construction budget for building and sitework only, as well as the actual project schedule will be determined as soon as possible during the design phase. PROGRAMMING/SPACE PLANNING PHASE FOR THE COURTHOUSE EXPANSION PROTECT: Corley Redfoot Zack, Inc., and Carter Goble will perform these design services in a joint effort. Carter Goble's services include the following: CORLEY REDFOOT ZACKi~a'. G Ms, Pamela K. Jones, Director April 30, 2004 RE: Courthouse Expansion Projects page 3 1. Review existing Master Plan/M-P update and other available data. 2. Attend kick-off meeting 3, Conduct interviews, collect data and assess site.. 4, Assemble standards and research identified teclulologies 5. Assess court operational program needs, 6. Prepare Security Concept Plan (in conjunction with the security consultant) 7. Develop draft Architectural Program (including adjacencies, movement flows and separations) 8. Revise draft Architectural Program as required 9. Prepare final Program 10. Includes six trips to Hillsborough 11. Three field trips to various locations in North and South Carolina, Corley Redfoot Zack will work jointly with Carter Goble to provide space planning diagrams at various intervals in the Programming Phase. Space planning studies will be used to enhance the user groups' understanding of the programmatic information. The fee for this portion of the work is $70,000. Upon your review and approval of the Programming/Space Planning phase and the Master Planning phase of the project, the Design Team can begin work on the Schematic Design Phase of the project, The Schematic Design Phase is the initial phase of the Basic Services portion of our services. SCOPE OF BASIC SERVICES FOR THE COURTHOUSE EXPANSION PROTECT: The Basic Services include the following: - Architectural design - Civil Engineering design - Security design - Stnrctural Engineering design - HVAC/Electrical/Plumbing/Fire Protection Systems/Technology design - Landscape design - Cost Estimating - Construction Administration (Basic Services provides one visit per week to the project during the construction period (anticipated 18-month construction period). Additional site visits aze considered Additional Services. Basic Services consist of the following phases and are broken down by percentages for your information: ~ ~ ~ CORLEY REDEOOT ZACK ~.r. 7 Ms, Pamela K. Jones, Director RE: Courthouse Expansion Projects Schematic Design Phase: 15% Design Development Phase: 20% Construction Document Phase: 35% Bidding or Negotiation Phase: 5% Construction Administration Phase: 25% 100% The fee for Basic Services on this project is $480,000. PARK PROTECT: Apri130, 2004 page 4 The development of a park on approximately five acres of land within the County Government Campus (working title will be "River Park"). The budget and anticipated completion date for this project have not been determined at this time. The Master Planning phase of the project will address the Park Plan and its components in a general way. Comprehensive planning and detailing will be handled under Basic Services, similar to those outlined under the Courthouse Expansion project.. The Landscape Architect will take the lead role in the development of the Park, with the support of the Design Team. The fee for Basic Services for the Park Project is $28,800. FARMERS' MARKET PROTECT The design of a shelter to provide a covered area suitable for use as a Farmers' Market. This shelter will be located within the Government Campus to serve the needs of the market while addressing traffic patterns during market operations, The project budget is $90,000, including design fees, and the anticipated completion date is the second quarter of 2006, The Master Planning phase of the project will address the Farmers' Market project and its components in a general way. Comprehensive planning and detailing will be handled under Basic Services, similar to those outlined under the Courthouse Expansion project. The fee for Basic Services for the Farmers' Market Project is $12,000. The following breakdown summarizes the fee schedule for each component of the work and outlines Basic Services, Additional Services and reimbursable costs. CORLEY REDFOOi ZACK me. Ms. Pamela K. Jones, Director April 30, 2004 RE: Courthouse Expansion Projects page 5 BASIC SERVICES FEES: 1. Basic Services fee for the Courthouse expansion project only: $480,000 2. Basic Services fee for the Park project only: 28,800 3. Basic Services fee for the Farmers' Market shelter only: 12,000 Total Basic Services Fee: $520,800 ADDITIONAL SERVICES: 1, Master planning the Hillsborough Court campus: $ :30,000 2, Programming/Space Planning for the Courthouse expansion portion of the project: 70,000 3. Town of Hillsborough approval process (assume 8 meetings (total) i.e., 4,000 5 Historic District Commission 2 Board of Adjustment 1 Mayor and Board of Commissioners) 4, Coordination with Construction Manager: 15,000 Total Additional Services Fee: $119,000 REIMBURSABLES: Estimated reimbursable expenses will be billed at direct cost on the monthly statement and include the cost of such items as the following: 1, Printing and copying costs/postage/shipping for overall project: $ 20,000 2. Property survey at an anticipated cost of (allowance): 10,000 Total estimated Reimbursables: $ 30,000 TOTAL FEE: Total overall fee, including Basic Services for all three components of the project, Additional Services and Reimbursables: $669,800 SERVICES NOT INCLUDED: - Legal fees - Geotechnical investigation - Town pernutting or approval process fees - Renderings or models - Construction Administration beyond Basic Services - Interiors and furniture selection - Traffic Consultant - Meetings with Historic District Commission, Board of Adjustment or Town Cornrnission beyond those scheduled under Additional Services. - Wetlands delineation CORLEY REDFOOT ZACK i..x. Ms. Pamela K. Jones, Director April 30, 2004 RE: Courthouse Expansion Projects page 6 - Flood Plain mapping - NCDOT permitting - Extensive renovations to the existing Courthouse building, including Mechanical, Electrical, Plumbing and Fire Protection systems - Testing of materials during construction period - Asbestos survey or lead paint removal from existing building - Travel expenses for site visits to similar court facilities SCHEDULE We have included for your information a preliminary project schedule showing approximated completion dates for the various phases of the project, A final Project Schedule will be determined early in the design process. We will be prepared to execute the AIA Standard Form of Agreement Between Owner and Architect as our formal agreement with the County at your request.. Please call me if you have any questions or comments on the above proposal. We are looking forward to this challenging project and will dedicate our expertise to meet the expectations of Orange County and its citizenry. Sincere y, r eth E. Redfoot, AIA Vice President KER:esw/0417-pro Enclosures cc Glenn D Corley. A[A 1 1 1 CORLEY REDFOOT ZACK..c.