AGENDA #4g

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:      Selection of Design Professionals and Project Management Professionals for the Library Expansion Project

 

DATE:            February 13, 2006 

 

 

The attached resolution would authorize the Manager to advertise a request for letters of interest for architectural and engineering services and a request for qualifications for construction management services for the Chapel Hill Library Expansion Project.

 

BACKGROUND

 

On November 4, 2003, the voters approved issuance of $16.23 million in bonds for library improvements.

 

On April 14, 2004, the Council adopted a bond sale schedule that anticipates four phases, beginning with a $4 million bond sale in 2004.  This first phase includes $500,000 for library facilities to cover start-up and design costs through 2006.  The Council plans for additional bond sales between now and 2010 to cover the actual construction costs for the library expansion.

 

On June 30, 2004, the Council authorized the Manager to initiate the process of creating a Library Building Committee to organize a process for selection of an architect and to work with the architect through the design process. 

 

DISCUSSION

 

The Library Building Committee was formed and held its first meeting on June 28, 2005.  In that meeting and three subsequent meetings, the committee has discussed both the process for selecting a design professional and various project delivery methods including Design-Bid-Build, Design-Build, Construction Manager-Agency and Construction Manager-At Risk.

 

Architect Selection Process

 

In the attached memorandum dated February 13, 2006, the Library Building Committee has recommended that the Town Manager contract with an architectural and engineering firm for project design services and with a construction management firm for project management services for the Library Expansion project.  To accomplish this, the committee recommends a “two-step” recruitment process as follows:

The Town would first publish a request for statements of qualification and “letters of interest” from qualified design firms.  The request would briefly outline the scope of the project and the Town’s selection criteria.  In the initial review process the selection committee would review the firms’ qualifications and letters of interest and select three to five finalists to be invited to submit detailed proposals.  On the basis of these detailed proposals, the committee would select three to five firms for interviews.  Upon completion of the oral presentations and interview process, the selection committee would meet to discuss the qualifications and relative merits of the candidates and prepare a selection recommendation for the Town Manager.  Upon completion of his review, the Town Manager will forward his selection recommendation to the Town Council for final review and approval.  Upon approval of the Manager’s selection recommendation by the Town Council, the Town Manager would enter into a contract with the selected design firm.

 

Construction Manager Selection Process

 

The Library Building Committee has recommended the engagement of a professional construction manager to assist the Town throughout the design and construction process.  During design, the construction manager will act as a consultant to the Town, providing construction estimates and advice on project phasing, materials, and construction methods. At the conclusion of the design phase, the Town may elect to have the construction manager undertake the construction of the project in an “at risk” capacity.  Under this arrangement, the construction manager agrees to construct the project for a “guaranteed maximum price” and assumes the bulk of the risk related to cost overruns.  The Town’s risk is limited to cost increases associated with change orders to cover changes in the scope of work. If the “at risk” delivery model is not elected at the conclusion of design, then the construction manager would continue in the capacity of a consultant to the Town, assisting with the selection and oversight of a general contractor.

 

The selection process for a construction manager will be less formal than that for the design processional and will use the Town’s existing policies and procedures as set out in paragraph III.E.6 of the Town Council’s Procedures Manual.  The Town would first publish a request for qualifications soliciting proposals from qualified construction management firms.  The selection committee would review the written proposals and select three to five finalists to be invited to give oral presentations and be interviewed by the selection committee.  Upon completion of the oral presentations and interview process, the selection committee would meet to discuss the qualifications and relative merits of the candidates and prepare a selection recommendation for the Town Manager.  After review and approval of the selection recommendation by the Town Manager, the staff would negotiate a contract with the selected firm.

 

Project Schedule

 

The tentative schedule for selection of an architectural and engineering firm is as follows:

 

•         Advertise Requests for Qualifications:

February 17, 2006

 

 

•         Deadline for Submission of Qualifications:

March 3, 2006

 

 

•         Complete Initial Review and Shortlisting:

March 17, 2006

•         Deadline for Submission of Design Proposals

March 31, 2006

 

 

•         Interview Selected Finalists:

April 3, 2006 to

 

April 14, 2006

•          

 

•         Submit Selection Recommendations to the Manager:

April 21, 2006

 

 

•         Submit Manager’s Selection Recommendations to Council

May 8, 2006

 

The tentative schedule for selection of a construction management firm is as follows:

 

•         Advertise Requests for Qualifications:

April 7, 2006

 

 

•         Deadline for Submission of Qualifications:

April 21, 2006

 

 

•         Complete Initial Review and Shortlisting:

May 8, 2006

 

 

•         Interview Selected Finalists:

May 22, 2006 to

 

June 2, 2006

 

 

•         Submit Selection Recommendations to the Manager:

June 16, 2006

CONCLUSION

The Library Building Committee has reached a consensus and has recommended to the Town Manager that the Town should engage an architectural and engineering firm to design the Library Expansion project and a construction management firm for construction management services.  We are prepared to proceed on or about February 17, 2006 to advertise a request for letters of interest for an architectural and engineering firm for the design of the Library Expansion and a request for qualifications on or about March 17, 2006, for a construction management firm to provide construction management services. The tentative schedule for the selection of the design firm calls for us to complete the selection process and submit the Manager’s selection recommendations to the Town Council on May 8, 2006.

RECOMMENDATION

We recommend that the Council adopt the attached resolution authorizing the Manager to advertise a request for letters of interest for architectural and engineering services and a request for qualifications for a construction management services for the Chapel Hill Library Expansion Project.

ATTACHMENT