AGENDA #4q

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:       Contract with Corley Redfoot Zack, Inc. for Town Operations Center Design Work

 

DATE:             November 24, 2003

 

 

The following resolution would authorize the Town Manager to execute a contract with Corley Redfoot Zack for design services to complete the design and construction of the Town Operations Center.  The cost of the proposed contract is $3,410,250.  We believe that the $3,824,733 in the preliminary budget is sufficient for this contract, separate contracts for surveying, value engineering, traffic signal design and testing.

 

BACKGROUND AND DISCUSSION

 

On December 12, 2002, the Council approved a contract with Corley Redfoot Zack for the development of a site analysis, needs assessment, concept plan and preliminary cost projections.

 

On June 9, 2003, the Council resolved that negotiation of the next design contract to include development of a Special Use Permit application, schematics, design drawings and construction drawings, and construction administration should be pursued with Corley Redfoot Zack.  The adopted resolution noted that the public good would be best served by exempting the next phase of the project from the usual designer selection procedure, as authorized under N.C.G.S. Sec. 143-64.32.  The resolution is attached.

 

On October 27, the Council approved a concept plan and preliminary budget for the Town Operations Center.  The next steps include the development of design drawings, the Special Use Permit application, working drawings and the bid package; and assistance with bid evaluation, construction contract administration and the final commissioning of the project.

 

The proposed contract includes the basic services of schematic drawings, design development drawings, construction documents and bidding, and construction administration.  It also includes additional services:

• provision of documents for the  Special Use Permit application process;
•  coordination with the Town’s surveyor, value engineers and traffic signal designer, geo-technical consultant;
• provision of design documents and participation in a peer review process and Design Advisory Committee meetings;
• specialized consultant services such as information technology;
• provision of furniture lay out plans, specifications and bidding process;
• cooperation with Chapel Hill Public Arts Commission;
• provision of plans and specifications for the demolition contract;
• provision of documentation and other work to follow the High Performance Guidelines: Triangle Region Public Facilities
• provision of additional construction administration services, most particularly additional site visits, including daily visits during the final 17 months of the job

 

We believe that the proposed price is reasonable for the scope of work. It includes a limit on reimbursable expenses, as well as the additional services mentioned above.  The language is inclusive, so that we will not need to be negotiating additional little tasks that may not have been specifically mentioned.

 

RECOMMENDATION

 

That the Council adopt the following resolution that authorizes the Town Manager to execute the contract with Corley Redfoot Zack, Inc. as describe above.

 

ATTACHMENT

1. Resolution Authorizing the Manager to Enter into Negotiations with Corley Redfoot Zack for a Contract for Design Services Needed to Design, Build and Occupy the Town Operations Center, June 9, 2003 (p. 4).

 

 

A RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH CORLEY REDFOOT ZACK, INC., FOR DESIGN SERVICES NEEDED TO COMPLETE THE DESIGN AND CONSTRUCTION OF THE TOWN OPERATIONS CENTER (2003-11-24/R-11.1)

 

WHEREAS, Corley Redfoot Zack, Inc., has completed the development of a needs assessment, site analysis, conceptual plan and preliminary cost projections for the Town Operations Center; and

 

WHEREAS, the Council concluded on June 9, 2003, that the public good would be served by exempting the selection of the designers for the next phase of this project, as authorized in N.C. G. S. 143-63.32, and authorized the Town Manager to negotiate a contract with the design team led by Corley Redfoot Zack and including Parsons Brinckerhoff; and

 

WHEREAS, the Manager has negotiated a contract with the aforementioned design team to include the development of design drawings, the Special Use Permit application, working drawings and specifications and the bid package; and assistance with bid evaluation, construction contract administration and the final commissioning of the project;

 

NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Town Manager is authorized to execute a contract with Corley Redfoot Zack for the scope of services described above in the amount of $3,410,250.

 

This the 24^th day of November, 2003.

ATTACHMENT 1

 

A RESOLUTION AUTHORIZING THE TOWN MANAGER TO ENTER NEGOTIATIONS WITH CORLEY REDFOOT ZACK FOR A CONTRACT FOR DESIGN SERVICES NEEDED TO DESIGN, BUILD AND OCCUPY THE TOWN OPERATIONS CENTER (2003-06-09/R-4)

 

WHEREAS, the Town of Chapel Hill followed a qualification-based selection process compliant with North Carolina General Statute  Sec. 143-64.31 to hire a consultant team lead by Corley Redfoot Zack and including Parsons Brinckerhoff; and

 

WHEREAS, the Town has worked since December 2003 with this consultant team on the development of a site analysis, conceptual site plan and cost estimate for the Town Operations Center; and

 

WHEREAS, said team of consultants has exhibited its knowledge of and experience with stormwater management, sustainable development and energy efficiency, and the operational needs of a transit system and  municipal public works facility; and

 

WHEREAS, said team of consultants has become familiar with the details of the Town’s operations in transit, public works, engineering and public housing maintenance, and understands the logic behind the countless design decisions reflected in the concept plan; and

 

WHEREAS, said team of consultants has provided excellent service, including careful adherence to a compressed schedule, including the addition of considerable extra work with the acquisition of an additional 13 acres to the site; and

 

WHEREAS, said team of consultants has worked closely and fruitfully with staff and members of advisory groups, listening carefully and providing accurate and creative responses;

 

NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that it finds, based on the aforementioned premises, that the public good would be best served by exempting the next phase of this project from the design selection procedure as authorized under N.C.G.S. Sec. 143-64.32;.

 

BE IT FURTHER RESOLVED that the Town Manager is authorized to negotiate a contract with the design team led by Corley Redfoot Zack and including Parsons Brinckerhoff, to include the development of design drawings, the Special Use Permit application, working drawings and the bid package; and assistance with bid evaluation, construction contract administration and the final commissioning of the project, and to present the final contract for the Council’s action.

 

BE IT FURTHER RESOLVED that the Council exempts this project from the standard procedures for selection of design professionals as set forth in the Town Council Procedures Manual.

 

This the 9^th day of June, 2003.