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HomeMy WebLinkAboutAgenda - 06-29-2000-8wORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 29, 2000 Action Agenda Item No. ~ - ~ SUBJECT: RFP Award of Professional Services for Design of the Whiffed and Northern Center HVAC Systems and the Electrical System Renovation at Court Street DEPARTMENT: Purchasing ~ Central Services PUBLIC HEARING: (Y/N) No And Public Works ATTACHMENT(S): Northem Human Services Center Capital Project Ordinance INFORMATION CONTACT: Pam Jones 245-2G52, Donna Dean 245-2151 Wilbert McAdoo 245-2625 2. Whiffed Human Services Center Capital TELEPHONE NUMBERS: Project Ordinance Hillsborough 732-8181 3. Proposal Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider awarding a proposal and approving a contract with Robson ~ Woese, Inc. for: 1) Feasibility study to determine the most economically efficient HVAC system, with strong focus on the life cycle cost to be designed for the Whiffed Human Services Center and the Northern Human Services Center; and 2) To design the resulting systems for the two facilities, produce specifications and drawings to support the bid process and to provide construction administration services throughout the project; and 3) To design, produce specifications and drawings for the bidding procedure and to provide construction administration for upgrades to the electrical services in the Court Street Annex. BACKGROUND: Heating, Ventilation and Air Conditioning systems at the Whiffed and Northern Human Services Centers have been targeted for replacement for several years. The Board authorized the sale of two-thirds bonds earlier this year with which to fund the work. Pursuant to the information shared with the Board in February, staff is recommending that the HVAC design work be done in two stages. The first stage would have the consultant conducting a feasibility study for both the Whiffed and Northem Center. Staff would ask them to compare no fewer than three systems based on energy costs, ease of maintenance controlability, and initial cost. This work would be performed over the summer and the options presented to the Board in early Fall 2000. Upon receipt of direction by the Board as to the preferred system, the engineer would then .embark upon the design process. A project completion timetable will be presented to the Board at such time a recommended system is selected. Of the two proposals received, Robson ~ Woese, Inc., Durham, NC submitted the proposal that best meets the needs of this project. Their experience includes work similar to what must be done at Whiffed in particular. It is also helpful to have the engineer in close proximity of the work site. Travel costs are minimized and their immediate availability to respond to issues that may arise during construction is of great benefit. The recommended award amount is not to exceed $269,270. The attached proposal reflects additional costs for the Norkhern Human Services Feasibility Study ($7,000) and the creation of current condition "as built" drawings ($4,000). The engineer has agreed #o include this $11,000 worth of work in the basic services agreement. The final agreement will reflect anot-to-exceed amount of $269,270. Presuming the Board's approval of this work, the Engineer would be released to immediately begin the feasibility work. Priority focus would be directed toward accomplishing the work at Whiffed. As the Board may recall from the February presentation, analysis of the long-term use of the Northem Human Services Center is currently underway through a task force lead by Commissioners Brown and Halkiotis. Recommendations regarding that facility are contemplated in the Fall 2000. The final component of the work addresses deficiencies in the electrical service at the Court Street Annex. Much of the wiring is original to the building. The service is past capacity with the increased loads imposed by technology used in the building. In addition, the service needs to be upgraded in general to meet existing electrical codes. It is anticipated that approved funds will support the installation of new energy efficient lighting and a fire alarm system in the building. The design of such is included in the scope of work of the designer's basic services, however, the actual work will be bid as an alternate so it can be easily identified in the event of budget deficit. FINANCIAL IMPACT: $15,000 is included in the approved Court Street Annex Capital Project to cant' out the electrical upgrade at the Court Street Annex. Funds for the feasibility studies and design work at Northem and Whiffed Human Services Centers are included in the attached capital project ordinances. Proceeds from the recent two-thirds net debt reduction bonds provide the funding for work at the Northem and Whiffed Centers. RECOMMENDATION(S): The Manager recommends that the Board award the proposal and approve a contract with Robson ~ Woese, Inc., contingent upon attorney and staff review for the following work: 1) Feasibility study to determine the most economically efficient HVAC system to be designed for the Whiffed Human Services Center and the Northern Human Services Center; and 2) To design the resulting systems for the two facilities, produce specifications and drawings to support the bid process and to provide construction administration services throughout the project; and 3) To design, produce specifications and drawings for the bidding procedure and to provide construction administration for upgrades to the electrical services in the Court Street Annex; and 4) Authorize the Chair to sign on behalf of the Board; and 5) Approve the attached capital project ordinances for Northern Human Services Center and Whiffed Human Services Center. Northern Human Services Center Project Capital Project Ordinance Project Number 61-600 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 major renovations, including roof repair and septic and HVAC systems upgrades, at the Northern Human Services Center. Financing far the project includes proceeds from the County's portion of the one-half cent sales taxes and the two-thirds net debt reduction bonds issued in May 2000. 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: oug 1998-99 l~ Y 1999-00 oug 1999-00 es ax , et t Reduction Bond Fl~nds $0 $63,568 $63,568 vate acement rant s er ota un g Section 4. The following amount is appropriated for this project: 0 199$-99 FY 1999-00 oug 1999-00 u mg esign onstructton eptic ystem , er , 0 oats Section 5'. This ordinance supersedes all previous Northern Human Services Center Capital Project Ordinances for Orange County. Section 6. This ordinance shall remain in effect from July 1, 1998 until June 30, 2001 Adopted this 29~' day of June 2000. Whitted Human Services Center Capital Project Ordinance Project Number 6/-601 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 major renovations and parking improvements at the Richard E. Whitted Human Services Center. Financing for this project includes proceeds from the County's portion of the one half cent sales taxes, a Department of Social Services State grant and a portion of the two-thirds net debt reduction bond issued in May 2000. Section 2. The offtcers 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: oug - oug es ax et t Reduction Bond Funds $0 $190,702 $190,702 vote acetnent rant s er ota un tng , Section 4. A portion of the available funds for this project have been transferred to the Sheriff Office Renovation Capital Project and to the New Courthouse Renovation Capital Project. The following amendment is anticipated to complete this transfer: Through FY 1997-98 FY 199&99 Through FY 199$-99 Transfer to Sherrif s Office Renovation Project (1994- 95) $75,000 $0 $75,000 Transfer to New Courthouse Renovation Project (149a-95) $30,000 $0 $30,000 Total Funding $lOS,000 $0 $lOS,000 Section 5. The following amount remains appropriated far this project: oug oug ut mg sign onstructton er ata osts , Section 6. This ordinance supersedes all previous Whiffed Human Services Center Capital Project Ordinances. Section 7. This ordinance shall remain in effect from July 1, 1998 until June 30, 2001. Adopted this 29`~ day of June, 2000. Moses Carey, Jr., Chair 6q ~~ ROBSON & WOESE INC. CONSULTING ENGINEERS SYRACUSE ROCHESTER BUFFALO RALEIGH/DURHAM June 12, 2000 David E. Gannett Orange County Purchasing Agent 132 East King Street PO Box 8181 Hillsborough, NC 27278 RIB 8067 Electrical it~ Mechanical Englneeriny Servicaa County at Orar-Se RaW No. 40043 Dear Mr. Gannett: We are pleased to respond to your request for prnfe~ional engineering design services for the referenced projects. PROJECT DESCRIPTION The projects consist of analysis and design services for. 1. Replacement of the HVAC system at the Rk:hard E. Whiffed Human Services (57.300 SF) and Central Recreation (19,000 SF), 300 West Tyros Stnest, Hi3sborough, NC 2. New HVAC system at The I~brthem Center (34.550 SF),, Hwy. 88 North. Hilsbaraugh. NC 3. Electrical design service's at the two~storied Court Street Annex Buldirrg (11.3338 SFj, 109 Court Street. H®sbororrgh, NC to inducts the fo3owing: • New Eleartcal Service to supplsmerrt the uradequate elec~rioal service at the print of use. This rimy require providing additional a outlets in spaces and new Eledric~l Panels on each floor. • Replacement of ~np ligittirtg with enorgy elYidvnt . • Upgrading of the Present Fire Alarm System. SCOPE OF SERVICES Robson S Woese, Inc. wiA comply with the requirernerlts of the RFP referenced above. We understand Robson & Woese, Inc. scope of services for the three buildings to be as fallaws: • Study/Report with life Cyde Analysis and Probable Construction Budgets for Richard E. Whiffed Human Services building only • Schematic /Design Development • Construction Docurrtertts • Shop Drawhtg Review • Pr+e-rAnstnldion CCrderenCe • Constnldiar Adrt~stration prtsida Olfice) • Construction AdRrinistration (1 meeRing Per two weeks) • On-site wnstn+dion observation (1 per two weeks) • Final Punch (1 per trade) • Review of the dosing of the prged • As•Buiti Drawings (contractor prepared. drafted by Robson b Woese, Irrc.) The lighting and fire alarm modification design for Court Street Annex witl be issued as an alternate. F~la¢+e CenY,~r • 1908 HigFnrvey 54 • Suiee~ 10DC • DurF~em. NC 27713 [B'I $) ~9 ~13~ • Fex (9'I eJ 3B1 X91 B • rtrp=\\www.robeorrvvooee.avm MECHANICAL, ELECTRICAL end FIRE PROTECTION ENGINEERING R09SON Qe WOESE INC. Mr. David E. Canndl June 1Z, Z000 Page Y RFiNR lI067 Elrctrical S Mechankal Engineering Services Carnty of OrarrSe R3W t+lo. X0043 DELIVERABLES • Life Cycle Report with recantrnendations and Probable ConsWdion Budgets (3 espies) A single packagt! Construction Document consisting of the following far Richard E. Whined Numan Resource Building, Centrnl Recreation Building Replak~ment of WVAC System, The Northam Center New HVAC System b Court Street Annex Building Elech'ical Design Senrhs: • SdrematkJDegign Development design . • Tum-key laid package infamalion including: • Ab trout-end doaarrerrts, such as General Conditions, Supgemental General Corrditiorrs, Bonding requirements, eta conforming to Orange County requirements We wiB assist your office in Negotiation of Bids if required. OUT OF SCOPE SERVICES Our fee is based on the above listed Projed Desaiptiarr and Scope of Services. Not included are arty beyond those stated above, including but limited to, the following: • Systems and equipment testing Printing of documents for bid. distttbution to the oontradors and pemrit purposes • Elecdlcal metering and testing Indoor air qualky monkoring and testing • Wortc associated with hazardous materials. Survey, identification and management of design for removal of hazardous materials • Any code compliance requirements other than the codes assodated with the new NVAC system On-site day-today won obsetvaiion beyond that noted in Scope of Services • Systems Corntrrissionirrg r permitting. PRt]JECT SCHEDULE We are prepared to begin wortk upon receipt of your written authorization and. acceptance of our proposal. We arrtidpate completing our wok in accordance with the agreed sctredule with your oifioe and Robson S Woese, Ina The tentative schedrde below would begin upon our ~Pt of the Notice to Proceed. Draft Life Cycle Study Repot Week a ReWew of Repoli Week 11 Final Report Week 14 8 ROBSON do WOESE INC. Mr. Dwld tc. CannW Jung 1x, 2000 Page 3 RFP/ 5007 t:lwctriad 3 Mechanlal Englnertrirp servkes cQUnty of ornp. Itaw iVo. ~ Design Services for t~le~LiVAG 5~tem SchematicJDD Submission Week 13 Revisions Week 16 CD Submission Week 22 CD Review Week 28 Review Comedions and Advertisement for Bids Week 28 Bidding Week 32 Award of Contrail and Notice to Bidders Week 3B Construilion Week 88 Closing week 72 FEE FOR SERVICES Our fee fir the scope of services wiN be a lump sum fee of 7rMO FIurl~sd Six>~I-Nine 7lrousand 7'Mro Hundred Seventy Dollars (i~,Z70.oo1. We recarnrnend that one feasibility study be done for the Richard W. Whiffed human Resource Building. and use this study as a model for the other buildings. h you desire a feasibility study for The Northam Center as well, as noted in the RFP, please add an additional lump sum fee of Seven Thousand Dollars (~T.000.00) to the fee Ysted above. Our understanding is that tyre Richard E V1Rrtited Firxrran Re~sOwce Bur~rg is being renovated continuously without "as-butt' drawings. The fee quoted above does not indude Held measurements for creating 'as-butt' aondifions. AppriaramatelY ephly (8~ man•hours will bs required to develop 'as-hula" partitions Of the buildings. rr you prefer us t0 develop "as-bu18' conditlorrs, the add8ional cross will be 64,000.00. The Fees viii be payable ~ follows: Feasibility Study (Tor Richard E. tMnitt•d Banding onWy): • 612,320 at Draft Subrnissiorl (estimated total fee for the study is x15,400.00) • 63,080.00 at Final Subm~ion of the report. (If The Northam is irliladed in the study. the fees wiN be adjusted at fire same proportion as Rldrard E 1Mrllfsd 8uidirg.) Design Phase: 35% of the total fee at Shcemign Development Submission 2096 of the total fee at 5096 Bid DOarrrrerrt Phase 2596 ~ the total fee at 100% ~d Ooatrnerrt Phase 1596 of the total fee at 5096 Consavcdon Adrrninistration Phase 5% of the total fee at Closing R0980N d, WOESE INC. Mr. DwW E. Canrrell JYM 11,1000 Pape REPO OOe7 Elwtl'r~#I 8 Meehanloal Err0lnMrtng Servkas County of Orarpf R3W IVa. X0003 If the project is terminated prior to bl4dlnp. Robson b Wbese. Ina wit neCeive payment for that portion of the work which has been completed prior to project teRrrinadon. REIMBURSABLES Our fee does not inducts costs that are outside of the Scope of Work and Deliverables as describe above. If duAng the design phase outside professional assistance. such as Slrudural t~ineerin0~ ArdMedure. Code Consultant. etc, is required, the Cost Of such assiscarwe will be reimbursable. We wiN seek prior approval of your oirrce for any adddartal Costs. These items wit be bled id 1.1 times the cost in addAion to our Scope of Services Fee as described above. PAYMENT TO ROB$ON b YYOESE~ lNC. Robson b Woese. Inc. will be paid monthly for services. For biNrtgs which certain unpaid beyond 90 days interest wit be changed. GENERAL CONDITIONS FOR PROFESSIDNAL SERVICES Ronson S Woase. Inc. will provide services in aa:ordance with the General Conditions for Professional Services endoeed. ACCEPTANCE We appreciate this opportunity to submit our response to your RFP and strongly believe this project will be the beginning of a mutually satlsfyirq professional relationship between County of Orange, North Carolina and Robson b Woese; Ina We have provided thw proposal in compliance with the RFP raquirertrents. V1M teal the aelec'bon of the Oesigrrer should be based on their a~aierroe and abily m deliver the defined Scope of WCrk whhin budget and on tints. and we belieMe we do that best. VIle have inducted intormatian about Robson b Woese. Inc. and a. short fist of projed~ >p estabtlsh the strengtft of our sbdy~even year~dd fimt. the e~eriise and services we provide. and the quallpcabons of our prindpals and our team rrternbers. All critical ,phases of this project will bs performed in our Durtram Office. k lU ROBSON Qi WOESE INC. Mr. David E CanrraY Jung 1~ Z000 Page 6 RFPi 6067 ~laatrtaal ~ Mach~nkal Enpln~tn~ Services Courtly aT O~anp~ R3W Na. d00it3 ff the preceding is satisfactory, please have an authorized otTicer sign the ~dassd copy and Tatum to us. If you have any questions or require additional irtfor~mation, please contact us. Very truly !roars. RO ~ WOESE, INC. ~ou, ~°~j Apan Baru. P.E. F~gineerirrg Manager rk Enc. GCPS cc: P. French W. Pisano