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HomeMy WebLinkAboutAgenda - 06-26-2003-9AORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 26, 2003 Action Agenda Item No. `~ - G SUBJECT: Justice Facilities Expansion Phase I DEPARTMENT: Purchasing and Central PUBLIC HEARING: (YIN) No Services ATTACHMENT(S): 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 update the Board regarding the progress of the Justice Facilities Expansion Project and to confirm certain details in preparation of soliciting the Request for Proposals for architectural services. BACKGROUND: County Commissioner and staff representatives met with judicial officials and the Sheriff on May 30 for the purpose of discussing the Phase I expansion of the Courthouse. Development items left open on the December 10, 2002 County Commissioner meeting formed the basis of discussion as follows: 1) Size of the addition; 2) Potential re-use of the existing Sheriff's office; and 3) What functions are to be included in the expanded courthouse. Size of the Addition The revised master plan called for three phases of expansion, approximately 27,000 square feet each, as compared to the original master plan that planned for four phases of 24,000 square feet each. County Commissioners have noted that the traffic in and around the courthouse is beyond what can reasonably be accommodated by existing roadways and as such have opted to limit development to the amount of surface parking that can be accommodated on the site. No parking decks will be included in any phase of development, although the approximately 8,000 square feet of secured parking under the building will continue in the plan. Unless instructed otherwise, the request for proposal for services will state the size of the building as a range of 24,000 - 27,000 square feet, contingent upon how much the budget will support up to 27,000 square feet. Potential Re-Use of the Existing Sheriff's Office The Sheriff desires to have all of his operations (except the Jail) in one location. Officials agreed that a secured single point of entry is preferred, which Sheriff's employees would staff. In order to utilize staff most effectively, it was recommended that the Sheriff's Department be relocated to the Courthouse. The question of re-use of the existing Sheriff's office has not been decided, nor should be decided at this point. As architectural plans for Phase I are developed, opportunities to utilize the facility for court support services functions may emerge. Since the opportunity for development of support space in future phases may be limited, it seems prudent to maintain the County's flexibility regarding re-use of the building at this point. Functions to be Included in Phase I • Sheriff s Department (all) • Secured Single Point of Entry • Offices for Clerk of Court to consolidate all of their personnel back to the Courthouse. o Note: The Board will recall that the Estates Division is currently housed at 112 N. Churton Street in a building previously leased, but recently purchased by the County. The Space Study proposed that the longer-term use of the building be for EDC offices and expansion of the Child Support offices, which are adjacent to the space. • Courtrooms/Hearing Rooms/Meeting Rooms o Note: Some courtrooms may be designed for greater flexibility of use than what has historically been the case. Courtrooms would accommodate court proceedings but would also accommodate other meetings orquasi-judicial proceedings that have occasion to be held in the courthouse. o County Commissioners would also be consulted regarding the design of space that may be appropriate for their public meetings. • District Judge Support Space o Note: Includes offices for the Judges and support staff, but would also include areas for associated activities such as Drug Court Mediation. • Superior Court Judges Offices o Note: The Superior Court will continue to operate primarily from the Old Courthouse. However, should additional judges be assigned to the District, overflow of offices into the New Courthouse may be considered. • District Attorney Offices o Note: Include a secure area for witnesses while not in the courtroom. • Public Space o Note: Significant additional space is needed for the public with business in the courthouse. Examples include: ^ Attorney/client areas where confidential conversations may be carried out; ^ Lobby areas outside of courtrooms Planning Groups The Board has appointed three planning groups with areas of responsibility as follows: • Architect Selection • Exterior Design o Including River Park and siting the Farmers Market • Interior Design The Commissioners suggested that an orientation be held for the planning committee members in order to bring them up to date on the scope work and the process whereby it shall be accomplished. The orientation will be held in early August, prior to the receipt of the Requests for Proposals for architectural services. There was some discussion regarding County Commissioners who would serve on each of these groups. However, no specific action was taken. The Board is asked to appoint Commissioners as members of the specified planning groups. The entire Board will be periodically updated regarding the progress of the project as well. Architect Selection: Appointments to be decided by BOCC Exterior Design: Appointments to be decided by BOCC Interior Design: Appointments to be decided by BOCC Projected Timetable September 2003: October 2003 -March 2004: April 2004 -March 2005: April 2005 -June 2005: July 2005: December 2006: Architect Selection completed Architect works with Committees to complete program All regulatory approvals received, final plans prepared for bidding Project bid, bids awarded, contracts approved Construction Begins Completion of project FINANCIAL IMPACT: Funding for construction of this project is proposed for alternative financing in 2005-2006. Funding to support design services through the regulatory phase are currently in place, with the remaining amount becoming available July 1, 2004. RECOMMENDATION(S): The Manager recommends that the Board: • Authorize the Purchasing Director to solicit a request for proposal for architectural services with the scope of work based on the information provided herein; and • Appoint Commissioners to the various planning groups as cited in the abstract.