ATTACHMENT 1

 

MEMORANDUM

 

TO:                  Roger L. Stancil, Town Manager

 

FROM:            Lance Norris, Public Works Director

 

SUBJECT:      Chapel Hill Library Construction Options

 

DATE:            August 28, 2008

 

PURPOSE

 

The purpose of this report is to describe three options for construction of the Library expansion project.

 

BACKGROUND

 

Town staff, working with Library architects Corley, Redfoot, Zack and construction managers Clancy & Theys, have developed three options for construction of the Library expansion project.  These options involve different construction phasing approaches that reflect whether the building is occupied during different periods of the project.

 

DISCUSSION

 

The three different construction options and their relative costs and project durations are summarized in the table below.  Following the table are two explanatory notes and a brief review of the different options, including a summary of each options likely impact on library services.

 

Option

Start

End

Base $

Option $

Total $

Lease $

 

 

 

 

 

 

 

A – No occupancy

(14 month project)

3/1/09

5/1/10

$12,589,734

NA

$12,589,734

 

$340,000

($140,000 in 08/09)

B – Hybrid

(18 month project –

11 month vacant)

3/1/09

9/1/10

$12,589,734

$353,000

$12,942,734

 

$280,000

C – Full occupancy

(25 month project)

3/1/09

4/1/11

$12,589,724

$691,000

$13,280,734

NA

 

Notes:

  1. Delaying construction beyond March 1, 2009 will incur additional escalation costs estimated at $55,000 per month.
  2. Lease costs include $40,000 up-fit cost and assume monthly $20,000 rent starting one month prior to vacating building.

 

Construction Option Descriptions:

 

Option A:

 

This option can be completed the most quickly and has the lowest project cost but requires the longest period of Library relocation and associated impacts on the Library’s operating budget.  It is based on relocating all Library functions simultaneously with execution of the Library construction contract to permit construction to take place in and around a fully vacated building.  Security fencing will be installed in areas directly adjacent to the Library building to separate construction activities from passive use of Pritchard Park and to deter vandalism but no other special construction methods are anticipated to be needed.

 

Option B:

 

This option requires more time than option A but delays the need to vacate the Library building until approximately 7 months into construction thereby delaying the operating budget implications associated with the relocation of Library functions.  It requires specialized construction staging and methods to accommodate Library usage during the first phase of construction that are estimated to increase the project budget by $353,000.

 

In this option the Library would remain open during the initial phase of construction including; clearing, grading, parking lot construction, footing excavation and placement, and initial steel framing erection.  This option requires that the main entrance and the south side emergency exit be replaced with temporary points of access so that security fencing can be erected around the work areas.  It will also be necessary to erect temporary walls within the Library to protect patrons from adjacent work. 

 

Option C:

 

This option takes the longest period of time and has the highest project cost but has the least impact on the Library’s operating budget because Library functions do not need to be relocated off-site during construction.  The additional project costs associated with the necessary special construction staging and methods is estimated at $691,000.

 

This option would begin in a manner similar to the initial months of work as described for option B, at which point all construction activity will be shifted to the proposed south addition.  After approximately fourteen months the south addition will be completed and it will be necessary to close the Library temporarily to make the transition from the existing building into the new addition.  This will involve vacating the old building and setting up a temporary functional layout in the south addition to accommodate necessary Library functions.  For the remainder of the project the new lower level entrance will become the only public entrance and the existing handicapped spaces will need to be temporarily relocated to the lower staff parking area.  After a total of approximately twenty-five months the construction is anticipated to be complete and another brief period of Library closure is anticipated to be needed to reconfigure the Library functional areas and make the necessary utility connections and balance the mechanical systems

 

SUMMARY

 

All three options provide challenges, both to project and operating budgets, and to customer satisfaction for Library patrons.  With options A and B the issues revolve around finding and paying for a suitable location(s) to relocate Library functions.  The suitability and up-fit of temporary leased facility(s) coupled with supplemental services provide by Library staff, possibly including courier services between remote storage and distribution sites, and off-site temporary book drops, will in many ways determine the level of customer satisfaction that can be maintained. With options B and especially C the length of time and level of disruption and inconvenience resulting from adjacent construction activity will likely determine how patrons perceive the level of service.

 

The approximately two year period when construction activity coexists with an occupied Library as outlined in option C may be particularly challenging for some Library user groups.  For patrons who use the Library for long periods at a single time either for quiet reading or for classes and special programs the disruption due to noise may result in their dissatisfaction.  For patrons with young children, the inconvenience of accessing Library services through a construction site and associated safety concerns may be problematic.   Even with careful planning and demanding construction contract specifications, disruptions and inconveniences will be unavoidable and we anticipate that these user groups in particular may feel better served by a relocated facility rather than a long period of coexisting with construction.

 

Whatever option is chosen, we believe that the key to customer satisfaction will be providing good public information and supplemental services as necessary to limit inconveniences. Assisting the public in understanding why a particular option is selected will likely need to be a part of this process.