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HomeMy WebLinkAboutAgenda - 04-17-2000-9eORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 17, 2000 Action Agenda Item No. .. ~, SUBJECT: Approval of Capital Project Ordinances for Chapel Hill-Carrboro City Schools DEPARTMENT: Budget Office PUBLIC HEARING: (YIN) No ATTACHMENT(S): 1. Glenwood Elementary School Renovations Capital Project Ordinance 2. Scroggs Elementary School Construction Capital Project Ordinance 3. Smith Middle School Construction/K-12 Campus Capital Project Ordinance INFORMATION CONTACT: Donna Dean, extension 2151 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel HIII 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To approve capital project ordinances for the Chapel Hill-Carrboro City Schools. BACKGROUND: Glenwood Elementary School Renovations Capital Project Renovations at Glenwood Elementary School are a high priority project for the Chapel Hill- Carrboro City Schools. School staff estimates the project to cost about $1.5 million with $950,000 being funded from the 1997 voter approved bonds and the remaining $450,000 coming from savings realized in the Scroggs Elementary construction project. At the April 4, 2000 meeting, the Board of Commissioners approved a capital project ordinance for the construction bids related to the renovations at Glenwood Elementary School. The amount of the bids totaled $1,077,176 bringing the projects total funding to $1,177,176 for planning, design and major renovations (Phase 1). Since the date of approval, the Budget Director has met with the District's Director of Facilities Management, Bill Mullin for an update on the renovation project. The District's plans include completing the renovations in two phases during summer breaks this year and next. Phase One -The first phase of renovations is the most significant phase of the project. Contractors plan to get work underway less than one week after the summer break begins in June 2000 and conclude in August 2000 before children return from break. Phase 1 includes replacement of the HVAC system, building structure improvements, upgrades to classrooms and restrooms, and installation of a new fire alarm system. All of these items were included in the construction bids the Board of Commissioners provided funding for with approval April 4 capital project ordinance. In addition to the major work, there is a need to complete several smaller cost components of the project. Doors and Hardware Replacement: A small component of the building structure improvements includes replacing exterior doors and hardware. Due to its cost, this component was not part of the major construction contracts. The replacement cost is $17,004. The District requests that the Board of Commissioners approve this amount for inclusion in the construction line item of the project. • Consultants: In addition to the major architect/engineer contract of $100,000 (approved by the Commissioners on December 7, 1999) there is also a need to receive services from structural and mechanical consultants. The District requests that Commissioners approve costs for these consultants ($2,750) for inclusion in the planning/architect/engineer line item of the project ordinance. • Contingency: As the renovations begin, there are concerns regarding the age of the facility and the 'potential for unforeseen problems. Included the District's original Glenwood renovations project budget was a contingency account of just over $103,000 to cover unanticipated items that construction crews may encounter in a project of this nature. In an event such as .this, it is critical that a change order be issued in a timely manner so that work does not stop and throw the project off schedule. Since work will take place during the period when no Board of Commissioner meetings are scheduled, the District asks that the Commissioners approve funding for a project contingency.. The District requests the Board to appropriate three-fourths of the original contingency or $77,250 at this time (included in the capital project ordinance on page 6 of this abstract). The District understands that it is to spend no contingency funds without prior approval from the County. In order to avoid project delays during the period when Commissioners meetings are not scheduled, the School Superintendent must receive approval from the County Manager before the District issues a change order. In turn, the County Manager will inform the Board at its August 22 meeting of the use of the funds. Funding for the requested components outlined above comes from savings realized in the construction project for Scroggs Elementary. As the Board may recall, actual construction costs for Scroggs Elementary School total $12.6 million compared to the original project budget of $14.1 million. The Commissioners have approved use of these savings for other District projects including the renovations at Glenwood Elementary. The attached Glenwood Elementary School Renovations Capital Project Ordinance increases the project's appropriation by $97,004 (as outlined above). The school district will bring additional components of the project forward as work progresses. The attached Scroggs Elementary School Construction Capital Project Ordinance provides for the transfer of $97,004 to the. Glenwood Project. Phase Two -This phase, scheduled for summer 2001, includes installing canopies over exterior doors and creating an outdoor learning area. Completion of this phase is included in the Manager's Recommended 2000-2010 for the upcoming fiscal year. However, in keeping with the Board's phased approval process, the District will not request funding for this phase until next spring. The Board of Commissioners is not being asked to act on Phase 2 in this request. Smith Middle School Construction/K-12 Campus When the original concept of a new middle school in the Chapel Hill-Carrboro City Schools district was proposed, the anticipated location was the Meadowmont development (on land donated by the developer). Since that time, the original concept has changed and the District has decided upon a new site for the middle school. Current plans include constructing the new school, now known as Smith Middle School, on a site occupied by Chapel Hill High School and Seawell Elementary School, thereby creating a shared campus for kindergarten through twelfth grade (K-12). To that end, the project's scope has transformed from solely a middle school construction project to a campus-wide project. The District had to undertake several site preparation details in order to locate the new school in an appropriate location on the campus. Many of the special site preparations include relocating and/or reassigning playing fields and playgrounds of the existing schools to other areas on the site. For example, in order to locate the middle school physical education field adjacent to the new building, the District has to relocate Seawell Elementary's playground. Other project evolutions include the request from the Town of Carrboro and Orange County to develop an additional playing field for community use. Staff will address this part of the project in the 2000-2010 Capital Investment Plan when Orange County receives funds from the recent sale of the first installment of the 1997 bond. The project budget totals $19.8 million with funding coming from the 1997 voter approved bonds ($18 million) and the remainder coming from the District's impact fees. To date, the Commissioners hage approved funding for the following components of the project: Planning/Architect/Engineer $1,505,000 Site Development $1,000,000 New School Construction (per bids received by Board of Education) $12,688,924 Contingency $250,000 Total Project Budget Before This Request $15,443,924 Since the date of the last Commissioner's update on this project in late January 2000, work as the site has progressed. • Site Development and Survey Work: When the Commissioners approved the original ordinance for the project in June 1998, estimated site development costs were $1 million. As mentioned previously, the project concept has undergone much transformation since that time. Relocation of many of the playing fields and construction of new ones have caused site development costs to increase. The total contract for site development now totals $2,061,197. In addition, costs for survey work at the project site total $22,600. Therefore the District requests that the Board approve an additional $1,083,797 for these two items. Construction: The District has a need for two small scope contracts that were not included in the phase approved by the Commissioners in fate January 2000. The two contracts cover balancing the HVAC system and installing the security system. The 4 District requests that the Commissioners increase the construction line item of this project by the amount of the two contracts, $60,000. • Athletic Field Upgrades: As the Board may recall, the District planned upgrades for Chapel Hill High's playing fields before to the locating Smith Middle School on the shared campus. The plans, included installation of new bleachers to accommodate 1,500 spectators, new restrooms for the spectators and resurfacing the existing tennis courts. Original plans provided funding totaling $785,000 for the upgrades in the District's Athletic Fields Capital Project Ordinance. The District installed bleachers last year at the football stadium and the baseball and soccer fields at a cost of $265,000. The District paid for the seating from .the Athletic i=fields Capital Project in accordance with the project ordinance approved by the County Commissioners. Remaining ,project funds to complete restroom construction and tennis court resurfacing equal $520,000 ($785,000 less $265,000). The District recently received bids for the remaining components of the upgrades, and they total $567,000 or $47,000 more than budget. The scope of the upgrades has changed slightly due to the sharing of the entire campus including several of the playing fields. The District requests that the Commissioners approve $47,000 in the Smith Middle School/K-12 Campus project to complete the restrooms and tennis courts. It is critical that the project begins as soon after the last day of this school year as possible in order for it to remain on schedule and completed by the beginning of the upcoming school year., • Seawell Elementary Playground: As mentioned earlier in this abstract, relocation of the playground at Seawell is necessary so that the new middle school's physical education field can be sited appropriately. The cost to relocate the playground, including grading work and installing protective ground coverings, totals $97,000. It is requested that the Commissioners approve funds for this purpose. Projecf Contingency Update: Included in the original project ordinance was $250,000 for Contingency purposes. To date, it has been necessary for the District to use $31,000 out of the account to cover unanticipated cost related to relocating electrical lines. As contractors began work, they found that some buried electrical wires had to be relocated in order for the project to comply with state electrical codes. The attached capital project ordinance reflects the transfer of funds from the Contingency account to the Construction line item. 5 In summary, the District requests that the Commissioners approve additional funding for the following project components: Land & Associated Fees: Surveys $22,600 Land ~ Associated Fees: Additional funds required to complete site preparation for entire $1,061,197 campus Construction: Installation of security system, $81,000 balancing HVAC, and relocation of electrical wires Playground Construction: Relocation of Seawell $97,000 Playground Athletic Field Upgrades: Planning, design, construction of restrooms at stadium and resurfacing $47,000 existing tennis courts Contingency: Relocation of electrical wires (transferred to Construction line item) ($31,000) Additional Allocation Requested by CHCCS (4/17/00) 51,287,797 As the project progresses, the District will request Commissioner approval of additional phases of the campus project. FINANCIAL IMPACT: Financial impacts are included in the background information above. RECOMMENDATION (S): The Manager recommends that the Board of County Commissioners approve the capital project ordinances for the Chapel Hill Carrboro City Schools. Smith Middle School Construction/K-12 Campus ~ Chapel Hill-Carrboro City Schools Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. .The project authorized provides funds to construct Smith Middle School, co-located on the Seawell Elementary School and Chapel Hill High School campus. This project will be financed with proceeds from the 1997 bond referendum and impact fees. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. The following revenue is anticipated to complete this project: roug 1998-99 - Appropriation roug 1999-00 a es ax mpac ees on un s , o a un ng , , , , Section 4. The following amount is appropriated for this project: roug 1998-99 Appropriation oug 1999-00 annmg rc ngtn , an ssoc ees- , rte eve opmen , ons ruc ton , eawe emen ary Playground Construction , $0 $97,000 $97,000 e tc to Agra es , qutpmen urnts tngs ec no ogy ontmgency , oa oss , Section 5. This ordinance supersedes all previous Smith Middle School Capital Project Ordinances. Section 6. This Ordinance shall remain in effect from July 1, 1998 until June 30, 2000. Adopted this seventeenth day of Apri12000 r Glenwood Elementary School Major Renovation Chapel Hill-Carrboro City Schools Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized provides funds for a major renovation of Glenwood Elementary School that was originally constructed 1952. Other buildings were added to the campus in 1954 and 1959. This project is financed with proceeds from the 1997 Local Bonds and savings from the Scroggs Elementary School Construction and East Chapel Hill High Addition projects. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. The following revenue is anticipated to complete phasesl and 2 of this project: 1998-99 Appropriation 1999-00 ax ees C,orntruction Savings $0 $324,180 $324,180 J , Section 4. The following amount is appropriated for this project: roug 1998-99 Appropriation roug 1999-00 arming rc agtn , an ssoc ees oas ruc ion , uip en urnis ing er on ingency , ota , Section 5. This ordinance supersedes all previous Glenwood Elementary School Major Renovations Capital Project Ordinances. Section 6. This ordinance shall remain in effect until June 30, 2000. Adopted this seventeenth day of Apri12000. Scroggs Elementary School Construction ~ Chapel Hill-Carrboro City Schools Capital Project Ordinance Project Number 64-880-7716 Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized provides. funds to build Scroggs Elementary School. Proceeds from a private placement loan obtained by Orange County and from Impact Fees finance this project. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. The following revenue is anticipated to complete this project: ug 1998-99 FY 1999-00 roug 1999-00 es ax ac ees , on un on un nva a cemen mancing , o a ro~ec n Ong , Section 4. A portion of the available funds for this project has been transferred to Phillips Middle School Renovations Capital Project, Culbreth Middle School Renovations Capital Project, Planning for Future Projects Capital Project, and Athletic Facilities Capital Project. Section 5. The following amount remains appropriated for this project: oug 1998-99 FY 1999-00 rou 1999-00 mm~g c ngm , an ssoc ees ons ruc ion , quipmen urms wigs , er- ec no ogy , ontmgency _ , oa , Scroggs Elementary School Construction Capital Project Ordinance Page 2 Section 6. A portion of the funds appropriated for this project are transferred to the following projects. Middle School Renovations (Locker Room and Major Improvements) $0 $25,000 $25,000 Middle School Renovations (Labs, Gym, Auditorium) $0 $25,000 $25,000 rans er o annmg or Future Projects $0 $50,000 $50,000 rans er o e is Facilities $0 $70,000 $70,000 rans er o enwoo Elementary $0 $324,180 $324,180 Total $0 $494,180 $494,180 Section 7. The following amount remains appropriated to this project: croggs emen ary School Capital Project $14,100,000 ($494,180) $13,605,820 Section 8. This ordinance supersedes all previous Scroggs Elementary School Construction Capital Project Ordinances. Section 9. This Ordinance, originally adopted June 30, 1997, shall remain in effect until June 30, 2000. Adopted this seventeeth day of Apri12000.