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HomeMy WebLinkAboutAgenda - 05-20-2003-8sORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 20, 2003 Action Agenda Item No. ~_ SUBJECT: Whitted Human Services Center Renovation -Authorization to Contract for Environmental Remediation Services DEPARTMENT: Public Works/Purchasing & Central Services ATTACHMENT(S): 5/16/03 Public Works Director Memos WHSC Building Diagram PUBLIC HEARING: (Y/N) No INFORMATION CONTACT: Wilbert McAdoo, ext 2625 Pam Jones, 2650 TELEPHONE NUMBERS: Hillsborough Chapel Hill Durham Mebane 732-8181 968-4501 688-7331 336-227-2031 PURPOSE: To authorize the Manager and staff to approve change orders and execute additional contracts necessary to carry out the Whitted Human Serviices Center renovation project. BACKGROUND: The renovation project at the Whitted Human Services Center (WHSC) has progressed well since September 2002, with work substantially completed in the "B" Building and the Central Recreation Building. Employees and equipment from the "A" Building began relocating in early May so that renovation work in that section of WHSC could begin. Several hidden problems requiring an expanded scope of work for the project were discovered at the outset of the contractor's work, as described in the accompanying memorandum from the County's Public Works Director. Staff requests that the Board authorize the Purchasing Director and Public Works Director to negotiate and approve a contract with Wildlife Nuisance Control, Inc. to carry out the environmental remediation work necessary. That would allow the main WHSC contractor, Environmental Air Systems, Inc. to re-engage and complete the Whitted Center HVAC replacement project in an expeditious manner so as to minimize the disruption to employees and citizens who receive services from County departments housed at the Whiffed Center. Additionally, staff recommends that the Board authorize the Manager to approve any additional change orders, not to exceed an additional $100,000, that may became necessary during the period of time the BOCC does not meet from the end of June through mid-August 2003. Should any additional change orders become necessary (for example, if any other hidden problems should be discovered), staff would provide the BOCC with written reports on their nature and scope upon the Manager's approval of such change orders. 2 FINANCIAL IMPACT: The overall project funding for the Whitted Human Services Center renovation is just under $3 million. Staff proposes that the contract with Wildlife Nuisance Control, and any subsequent Manager-authorized change orders up to $100,000 be funded by reallocating already budgeted funds from subsequent phases of the WHSC project (e.g. painting and floor coverings). Staff will use other unencumbered operating budget resources or any savings that can be achieved in the scope of the overall WHSC renovation project to complete those subsequent project elements. RECOMMENDATION(S): The Manager recommends that the Board: 1) authorize the Purchasing Director and Public Works Director to negotiate and execute a contract and any related documents with Wildlife Nuisance Control, Inc. in the approximate amount of $50,000, to carry out environmental remediation work essential to completion of the Whitted Human Services Center renovation project; 2) authorize the Purchasing Director and Public Works Director to negotiate an appropriate reduction in the contract with Environmental Air Systems, Inc. to reflect a credit to the County for any of their contracted work that will instead be carried out by Wildlife Nuisance Control, Inc.; and 3) authorize the Manager to approve and staff to execute any WHSC project change orders, not to exceed a cumulative total of $100,000, that may become necessary through August 19, 2003. 3 DATE: 05/16/03 TO: County Commissioners John Link, County Manager FROM: Wilbert. McAdoo, Public Works Director RE: Environmental Remediation in Whitted `A' Building Over the past several years, periodic reports of bats entering or being present in the Whitted `A' building have been reported by building occupants. Public Works staff, in conjunction with Animal Control staff, responded to these reports to ensure the safe removal of the bats. It was eventually determined that a colony of bats were in the attic space above the main Library. While bats are very beneficial in terms of insect control, especially mosquitoes, their presence within buildings is typically considered undesirable for both aesthetic and health concerns, as well as general fear of bats by many people. Public Works staff met with several animal control and abatement contractors and also undertook research to become more knowledgeable concerning bat roosting habits, their ability to enter structures, techniques for removal and exclusion, etc. It was determined that the bats were exploiting several voids between the brick and flashing around the wood Hailers used to hold roof gutters at the roofline on the rear of the `A' building. At the time of roof replacement on the Whitted Building, design work included repair and/or replacement of any cornice moldings, drip edges, flashings, etc. which may have allowed access by bats (It is reported that bats can enter spaces as small as '/" by '/2"). In addition, Public Works staff installed fine wire mesh over existing attic vents that may have been large enough to allow entry by bats and at the end of rafter tails inside the attic. It was believed that the majority, if not all points of entry, had been eliminated during the course of the re-roofing and associated work. In anticipation of work to be completed in the `A' building, Public Works contracted with Associated Industrial Services in January 2003 for complete abatement of accumulated bat guano from the attic space above the Library. The attic space above the second floor corridor was also cleaned at that time. The scope of work included complete removal of all fiberglass batt insulation and accumulated bat droppings, complete cleanup of the floor joist cavities, and treatment of all exposed wood and plaster in the attic space with a biocide in order to eliminate any potential microbial contamination. During the recent reoccupancy of the `B' building, Environmental Air Systems and their subcontractors transitioned to the `A' building. Demolition work began May 8, 2003 in the main portion of the Library, with removal of the existing acoustical the ceiling and grid work, light fixtures and ductwork. At this time, it was determined that some dead bats and bat droppings were present in the space between the original plaster ceiling and the acoustic the ceiling system. Work was stopped in the `A' building on Monday May 12, 2003 to allow further investigations regarding the scope of bat infiltration and contamination. The contractor raised concerns because the demolition work, which required the removal of the acoustical ceiling tile, creates dust and can cause material to become air borne. The acoustical ceiling the has served as a barrier and the materials were not previously disturbed, which meant they were not air borne and did not create the same problems as occur during construction. It has been determined that bats had previously gained entry to the space (through holes in the plaster ceiling) above the ceilings throughout the rest of the `A' building (basement, first and second floors). Past conversations with bat removal experts suggest that these bats likely became separated from the colony that existed in the attic, were unable to find their way back, and died in these spaces. There is no indication that bats roosted permanently in these spaces; however, the presence of dead bats and some bat droppings creates concerns for worker safety during the removal of ceiling systems, lighting, and HVAC system components. Bats are potential carriers of rabies and bat guano can contain spores of a fungus called histoplasma capsulatum, which can cause histoplasmosis, an infectious disease, if inhaled in sufficient quantity. In addition, a small number of live bats have regained entry to the Library attic, indicating that further exclusion work is necessary. Public Works staff contacted Associated Industrial Services of Raleigh and Wildlife Nuisance Control of Burlington and Greesboro to discuss options for remaining cleanup and abatement throughout the remainder of the `A' building. The proposal from Wildlife Nuisance Control also included identifying remaining points of entry by bats and permanent exclusion. NEXT STEPS Completion of the abatement and cleanup work is not optional, and will have to be completed in order to allow completion of the HVAC and related work and eventual re-occupancy by County staff. The price quotation obtained from Wildlife Nuisance Control ($50,000) is substantially lower than that received by Associated Industrial Services ($79,420), and in addition includes the bat entry exclusion work. The $50,000 quote includes a portion of the demolition work that is a part of Environmental Air System's contract. As a result, Orange County will receive a credit for a portion of the demolition work. The consulting engineer and contractor are now attempting to determine the amount of the credit. Public Works is recommending acceptance of the quotation by Wildlife Nuisance Control, and that authorization to proceed be issued as soon as possible so that work by the HVAC and related contractors is not further delayed. The contractors have limited work on the exterior of the `A' building and in the mechanical room that can be completed, but there is a high risk that they may have to pull off of the job site if the abatement and cleanup issue cannot be resolved in a timely manner. Remobilization of each contractor would likely incur additional costs to the County. LO _DATE: 0:5/16/03 TO: County Commi signers John Link, County. Manager FROM: Wilbert Mcadoo, Public Works Director RE: Richard E Whitted Human Services Renovations/ Update BACKGROUND The Richard E. Whitted Human Services Center, a former high school, was acquired by the County from the Orange County school system in approximately 1975. Renovation plans were developed in 1978 to facilitate use primarily as office space, and health clinic areas. The recreation building was primarily maintained for recreation related activities, with establishment of a small suite of offices. Minor additional modifications have taken place over the years, primarily through subdivision of larger areas to create more private office space. The heating ventilation and air conditioning (HVAC) system installed at that time was primarily designed to minimize energy demand by severely limiting the intake of outside air which would require cooling during the hot summer months and heating during the cold winter months. Few changes had been made to the Whitted Human Services Center since the original renovations. In 2002, the Board of County Commissioners approved replacement of the HVAC system in the Richard E. Whitted Human Services Center, including the Central Recreation building. The project included removal of all existing acoustic the ceiling systems and lighting in conjunction with the HVAC replacement. In addition, new floor coverings and paint are being installed while spaces are vacated for the renovations. Additional extensive renovations were undertaken by the Health Department in the clinic areas to improve service delivery to the public. The bid from Environmental Air Systems of Greensboro, NC was accepted and work was initiated in August 2002. C:\WINDOWS\TEMP\REWHS Update 05-15-03.doc 1 Printed: 05/16/03 Work was phased as follows for completion: 1. Central Recreation Building 2. Boiler replacement 3. Richard E. Whiffed `B' Building (Health, DSS) 4. Replacement of cooling tower with chiller 5. Richard E. Whiffed `A' Building (Library, DSS, Housing & CD, etc.) INTRODUCTION Central Recreation staff were temporarily relocated to space in the basement of the Whiffed `A' building, following relocation of Department on Aging staff to existing DOA facilities, and OPT staff to a modular office building located at the Public Works complex. The scope of work in the Central Recreation building included replacement of the existing HVAC system, as well as air conditioning the gymnasium, which had previously been unconditioned space. All existing acoustic the ceilings and lights were replaced, and some additional lighting was installed, especially on the building exterior. Also included was removal of all asbestos composition floor the (ACT) throughout the building. Lobby and corridor areas and Activity Area 3 were replaced with rubber floor tile. Activity Area 1 was replaced with linoleum the and the office areas were replaced with carpet tile. All areas were painted including the entire gymnasium. Simultaneously with Recreation Building renovations, the boiler located in the mechanical room (`A' building basement), was replaced and brought on-line in November 2000. Work in the Central Recreation Building was completed, and the building reoccupied in December 2002. During the renovations in the `B' building, Health Department staff were relocated to areas in the `A' building basement, a modular health clinic building on the site of the deconstructed former Orange Industries building, leased dental clinic and offices and other remote locations. C:\WINDOWS\TEMP\REWHS Update 05-15-03.doc 2 Printed: 05/16/03 DSS staff were primarily relocated to the `A' building basement and Southern Human Services Center. The scope of work for the `B' building included replacement of the existing HVAC system, replacement of acoustic the ceilings and lights, painting and replacement of data lines on all three floors. On the First and Second floors, wood tongue and groove flooring was refinished in several office areas, while rubber the was installed in corridors. Rubber floor the and sheet vinyl designed for medical facilities was installed throughout the basement level (clinic area). In addition, the Health Department incorporated significant modifications to the clinic area, including creation of new exam rooms and offices and improvements in others. Installation of anew high-density file system for DSS was also incorporated into the renovation project. Simultaneously with `B' building renovations, the cooling tower was replaced with a new chiller for provision of cooled air throughout the complex. The new chiller was brought on-line in April 2003 and is providing cooling for the Recreation and `B' buildings. Work in the `B' Building has also now been completed with the exception of minor "punchlist" items, with Health and DSS reoccupying the building in the first weeks of May 2003. The scope of work for the `B' building renovations had to be expanded once ceilings were removed and non-compliant items (structural and fire code related) were exposed. Other changes were identified by the Inspections department and the fire marshal related to modern fire code, life safety and Americans with Disabilities Act (ADA) compliance (fire doors, handrails in stairwells, etc.). The cost of these repairs was approximately $100, 000. CURRENT STATUS The contractors have moved operations to the `A' building as it was vacated. Health Department administrative staff were returned from the `A' building and other remote locations to their permanent offices in the `B' building. Clinic staff have been returned from the modular clinic to the renovated `B' building clinic. Dental clinic staff will return to the `B' building the week of May 19. DSS staff have been returned from the `A' building. In addition, DSS staff C:\WINDOWS\TEMP\REWHS Update 05-15-03.doc 3 Printed: 05/16/03 9 normally located in the `A' building have "doubled up" in `B' building offices, including several offices "on loan" from the Health Department while `A' building renavations are completed, and others have been temporarily relocated to the Southern Human Services Center. A temporary "mini Library" has been established in the modular building on the former Orange Industries building site, with the majority of books having been placed in storage during this phase of the renovations. Housing and Community Development staff have also been stationed in the modular building. As in the `B' building, the scope of work includes replacement of the entire HVAC system, acoustic the ceilings and lights, installation of new data lines, replacement of flooring and painting. As acoustical the ceiling was removed in REWHS A Building, the contractor discovered hidden conditions which requires additional repairs. These conditions include the removal of load bearing support walls, columns and structural members. The majority of these conditions originate from the 1978 renovation project. Additionally there are some fire code/life safety issues that must be addressed. Public Works is working with the inspections department, the fire marshal and the consulting engineer to determine the scope of the repairs and the associated cost. C:\WINDOWS\TEMP\REWHS Update 05-15-03.doc 4 Printed: 05/16/03 'o -~ _~ W J U tf~ W W tJ) Z Q D W F W G~ L1C TQ i .~ t~ ~' H U O b ~' .b Z., 3 a w H 3 0 Q 3 v