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HomeMy WebLinkAboutAgenda - 12/11/2008 - 4q1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 11, 2008 Action Agenda Item No. SUBJECT: Contract for Architectural Feasibility and Design Services, Department of Social Services, Hillsborough Commons DEPARTMENT: Purchasing PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Proposal for Services INFORMATION CONTACT: Pam Jones, 919-245-2652 PURPOSE: To consider approving an agreement with Corley Redfoot Zack architects for the upfit of space leased by the County at the Hillsborough Commons Shopping Center for use as office space by the Department of Social Services. BACKGROUND: Pursuant to authorization by the Board on March 6, 2008, a contract for professional services was negotiated with Corley Redfoot Zack (CRZ) architects for programming, design and master planning services for the DSS space. A summary of the Scope of Services, as cited in Exhibit A, include: • Programming • Design, per the Triangle J High Performance Building Standards • Bidding • Construction Administration A portion of the cost is attributed to master planning services. CRZ will be requested to assess the balance of the shopping center space against the County's intended use as a human services center and provide an executable master plan in graphic and written form. FINANCIAL IMPACT: The not-to-exceed price is $287,500, plus reimbursable expenses. Funding for design services is available in the FY2008-2018 Capital Investment Plan, with the remaining funds to complete and furnish the space included in the proposed capital plan for FY2008-2018. The Board of Commissioners approved a capital project ordinance totaling $500,000 for this project effective July 1, 2008. RECOMMENDATION(S): The Manager recommends the Board approve an agreement, contingent upon Attorney review, with Corley Redfoot Zack for the upfit of space leased by the County at the Hillsborough Commons Shopping Center for use as office space by the Department of Social Services in an amount not to .exceed $287,500, plus reimbursable expenses; and authorize the Chair to sign on behalf of the Board. ~ ~ CORLEY REDFOOT ZACK ~. A R C H I T E C T S ENGINEERS P L A N N E R S GLENN D. CORLEY, AIA November 20, 2008 C;jlatrn[ari KENNETH E. RBDNOOT, AIA Ms. Pain Jones, Director President purchasing & Central Services MICHAHL L. HAMMBRSLEY, PE Orange COUnty Partner 129 East King Street ANDREW R. CRUICKSt1ANK, AIA Hillsborough, North Carolina 27278 Partner DAVID M. TAYLOR, AIA Project: Orange County Department of Social Services Partner Hillsborough Commons Up~it KIMBERLY D. Bu>:P, AIA Hillsborough, North Carolina Associate RE: Proposal for Professional Design Services LAURENCE W. EUNCH, ACA Associate Dear Ms. Jones: BARRY M.JENSBN Associate .Corley Reelfoot Zack, Inc. greatly appreciates the opportunity to present our design fee proposal for the proposed upfit of the former Walmart to become the new home of KENNETH E. SMITH Associate .Orange County Department of Social Services. Our understanding of the scope of services is based on Orange County RFP S 144 and - our subsequent discussions with you following our being awarded the project. The following services shall be provided: • CRZ will lead all prograimning efforts related to the relocation of the department. • CRZ will be responsible for preparing and presenting any materials that may be required by We Town of Hillsborough or Orange County to secure required approvals. PQ soX 236s • CRZ will be responsible for preparing any material required for bidding Chapel Hilt, NC 27515-2368 utilizing a Construction Manager at Risk. CRZ Will commit to designing a highly sustainable facility based on the 22z cloister Court Triangle J Council of Governments' High Performance Facility Guidelines. Chapel Hill, Nc 2~si4-2212 • CRZ will provide standard construction administration services based on a standard AIA form of contract. We respectfully submit the following design fee for the proposed project: A. Basic Professional design services, including programming YEARS and services listed above: $247,500 (919) 401-8586 Telephone (919) 493-7306 Fax www.corleyredfootzack.com 3 Orange County Department of Social Services 11/20/2008 Page 2 B. Additional services beyond the Basic Services include the following: 1. Master Planning the Hillsborough Commons existing building and grounds in anticipation of the proposed Orange County purchase of the entire property. We propose the following allowance for this scope of work: $ 35,000 Since the master Planning effort may require preliminary departmental meetings, space programming and space planning and ArchitecturaUSite design work, we will provide these services up to the amount noted prior to proceeding with additional work. 2. Inventory of the existing Orange County D.S.S, furniture. We propose the following for this scope of work: ~ 4 800 3. New furniture selection and interior design services can be provided on an hourly basis, if needed: Total Fee: $318,800 C. Additional Services related to upgrading existing mechanical systems: Under Basic Services, the existing system will remain. An Additional Service amount ranging from $45,000 to $90,000 will be added to the contract should new mechanical systems and associated upgrades be necessary for the proposed project. Items not included in the fees noted above: 1. Printing, postage, reproduction (billed at cost) 2. Topographic or boundary surveys 3. .Subsurface investigation, soil, concrete and soil testing during construction. 4. Legal fees 5. Renderings or models 6. Off-site utility design. 7. Any design or drawings required by the municipalities or state for work outside of the physical property bounds of this project. 8. Revising design and details for reduction of cost as required by the Owner or Contractor after each phase of design has been started or completed. 9. Any rezoning requests. It is anticipated that this property is adequately zoned at this time and that all that is required is site plan approval. 10. Cost estimates or guarantee of any cost of the project. 11. Mileage @ $0.55/mile. Additional Services: All work beyond that noted in the proposal above will be billed on an hourly basis as follows: Principal's Time $110/hour Architect's Time: $ 85/hour CARD Time: $ 65/hour Construction Admin. Time: $ 75/hour We will bill monthly for the work completed and payment is due by the 21st of the month the invoice is dated. ~~~ CORLEY REDFOOT ZACK ~~ Orange County Department of Social Services 11/20/2008 Please let me know if you have any questions. We are looking forward to working with Orange County on another important project for the community. Sincerely, ~~ enn E. Reelfoot, AIA 0-pro Page 3 ~~~ CO1\LEY REDFOOT ZACK ¢ac.