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Home My WebLink AboutAgenda - 06-29-2000-8vORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 29, 2000 Action Agenda Item No. SUBJECT: Authorization To Contract For Professional Services Construction Document Preparation for Health Department Clinic Renovation DEPARTMENT: Purchasing ~ Central Services and Health Department PUBLIC HEARING: (YIN) No ATTACHMENT(S): Corley Redfoot Zack Proposal INFORMATION CONTACT: Pam Jones 245-2fi52 Dr. Rosemary Summers, 245-2400 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 9fi8~501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider authorizing the Manager to contract with Corley Redfoot Zack to finalize preliminary drawings for Health Department Clinic Renovations, prepare documents suitable for bidding and provide construction administration. BACKGROUND: The Orange County Health Department has the opportunity to draw down additional Medicaid Maximization funds to fund renovation of the health clinic in the Whitted Building. he current layout of the clinic area does not allow for an efficient operation, nor does it support good patient flow through the various service delivery areas within the clinic. Through the efforts of Dr. Rosemary Summers, Health Director, staff was able to obtain architectural services from the North Carolina Division of Public Health--local Health Services Division to complete the preliminary design of the clinic. The State, however, is unable to provide architectural services to complete the construction documents or to provide any level of supervision during construction. For that purpose, staff is requesting that the Board authorize the Manager to contract with Corley Redfoot Zack (CRZ) to complete this work. Staff feels that CRTs experience in the design of the Clinic space at the Southern Human Services Center provides a strong basis of understanding of the Orange County Health Clinic operations and will allow staff to move the project along expeditiously. The Clinic space at SHSC has proven to be very functional and well thought out space and staff anticipates a replication of that in the design of the Hillsborough space as well. CRZ has submitted a cost proposal to accomplish the work as follows: • $1,865: Finalize design • $17,158: Prepare construction documents, bidding and construction administration • Total of $19,023 This renovation project is fairly complex in the work that is to be perFormed, but it will also present significant challenges in that the dental clinic will need to continue operations while renovation is underway. Staff is exploring, the possibility of other suitable space in which to relocate the health clinic for the approximate 90-120 days needed for the renovation. This is desirable in order to minimize any service delivery disruptions to the Hillsborough patients. Staff would anticipate bidding this project sometime early Fall 2000. FINANCIAL IMPACT: Sufficient funding for this contract is included in the approved Medicaid Maximization Capital Project Ordinance. Unexpended funds in this project total approximately $200,000. With the Board's approval of this contract, approximately $180,000 will remain in the project to address renovations. It is likely that the Health Department will receive additional Medicaid Maximization funds in the future to address further renovations. RECOMMENDATION(S): The Manager recommends that the Board authorize the Manager to sign a contract with Corley Redfoot Zack, subject to final review by staff and the County Attorney, to finalize preliminary drawings for Health Department Clinic Renovations, prepare documents suitable for bidding and provide construction administration in an amount not to exceed $19,023. ~~~ 1 1 1 CORLEY REDFOOT ARCHITECTS 6 N G I N E E R 5 PLAN N GLHNN D. CORLEY,AIA President, CEO KBPINEI'EI & REDFOOT, AU Vice President MARK zACK,AU- vice President MIClIAHL HAMMERSLSI4 PE Principal c~uRENCE w. su>vcH, AlA Associate HARRY M. lENSEN Associate KENNBI'H E. SMITH Associate PO Box 2368 Chapel Hill, NC 27515-2368 121 South Estes Drive Suite 206 Chapel Hill, NC 27514-28b8 May 24, 2000 Ms. Pamela Jones, Director Purchasing & Central Services Ctrange County Post Office Box 81$1 Hillsborough, North Carolina 27278 3 ••na~ S ~ ~6`7 ~~. - ~~~ 1ZE: Orange County Health Department Renovations Richard E. Whined Human Services Complex Hillsborough, North Carolina PROPOSAL FOR PROFESSIONAL DESIGN SERVICES Dear Ms. Jones: I enjoyed meeting with you and some of the Health Department staff at our recent visit to the building. Shortly after my initial walk-through, I returned for a second visit to get a better idea of the scope of the work. During these visits, we noted Functional and technical issues related to the schematic floor plan dated 11/lb/99 (revised 3/2/00) drawn by the NC Division of Public Health Local Health Services you provided to us. Resolution of these issues will be necessary prior to our producing Construction Documents far the proposed renovations. Thank you for the opportunity to submit our proposal fvr the design work on the above-referenced project. The first phase of the design work will be to outline the work necessary to resolve these open issues. (919) 942-8586 Telephone (919)929-4802 Fax 4 Ms. Pamela Jones May 24, 2000 RE: Qrange County Health Dept. Renovations SCOPE o>r wolz.Ic A. Phase I: 1. We will produce a dimensioned floor plan of the existing clinic to be used as a background for design meetings and Construction Documents. This will require a site visit and in-office production time. 8 hours ®$b5/hour = $520.00 $ 520 2. Two meetings with you .and Health Department staff to redesign areas where problems exist, according to our discussions with the staff at our initial visit. Meeting time, design time and production kime will be required. Design time: 4 hrs. ®$90/hr. Production time: 8 hrs. ®$65/hr. Two meetings: Principal's time: 3 hrs. ®$90/hr. Assistant's time: 3 hrs. ®$65/hr. Subtotal: PHASE I TOTAL: _ $ 3b0.00 _ $ 520.00 $ 270.00 = 195.00 $1,345.00 1.345 $1,865 At the completion of Phase I, and with your approval to proceed to the next phase, we will begin work on Phase II of the project, which includes the preparation of Construction Documents, the bidding process, and Construction Admiztistration. B. Phase II: 1. Construction Document Phase: $ 8580• 2. Bidding Frocess: 1,372.00 3. Construction Administration: 7,206.00 PHASE II TOTAL: $17,158.00 $17,158 The Please II total includes Architectural and Construction Administration services provided by Corley Reelfoot Zack, Inc., and Mechanical, Electrical and Plumbing design services provided by Reece, Noland & McElrath, Inc., Consulting Engineers. The cost is based on the scope of work as we understand it at this time, and on the work proceeding in a timely fashion with all of the work being completed within eight months of the approval of this proposal. C. TOTAL COST OF 516RVICES - FHA58S I AND II: ADDITIONAL SERVICES $19,023 Additional services over and above those described above will be billed at the following rates: Principal's Time: $9p/~'• Designer's Time: $~/~'• CADD/Drafting: $65/hr. Construction Administration: $65/hr. ~~~ ~ ~ ~ COTiLEY REDFOOT ZACK ~ 5 Ms. Pamela Jones May 24, 2000 RE: Orange County Health Dept. Renovations ITEM5 NOT INCLI7DED: Items not included in the above fee are charges for the following: A. Printing, reproduction and postage will be billed at direct cost. B. Legal fees C. Perspectives, renderings or models D. Construction Administration beyond a reasonable construction period (3 months) E. Interior and furniture design We will bill on a monthly basis, with payment due by the 21st of the month the invoice is dated. Pam, we appreciate the opportunity to continue our working relationship with you on this very important project. Please le! us know if you have any questions concerning this proposal. If the abave is acceptable to you, please sign below and return one copy for our records. Sinter y, ~~~. eth E. Redf , AIA Vice President KEResw\oc-lveal.th AGREED: DATE: for Orange Caunty ~~~ CORLEY RE>x~r ZacK we