AGENDA #4c

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:      Municipal Facilities Space Needs Study

 

DATE:            June 26, 2006

 

 

The attached resolution would authorize the Manager to advertise a request for proposals for a municipal facilities space needs study for the Town of Chapel Hill.  The objective of the study would be to assess the adequacy of our current facilities to meet current operational requirements and projected future operational requirements. 

 

BACKGROUND

 

On March 6, 2006 the Town Council expressed interest in completing a space needs study to analyze and quantify the facilities requirements of the Town.  The results of such a study would inform future decisions about the best use of existing Town facilities, particularly those Town facilities that are currently leased to others.  The Town currently owns the following properties that are leased to other agencies: the Chapel Museum in the Old Library (523 East Franklin Street), the Inter-Faith Council Shelter in the old Town Hall (100 West Rosemary Street) and the Old Post Office building (179 East Franklin Street) which is occupied by the Post Office, the district court and the Teen Center.  As the space needs of the municipal government continue to grow, the Council periodically will be faced with decisions regarding whether to meet those needs by building new space, renovating existing space, renting space or recapturing some of the space that is currently leased to others.

 

DISCUSSION

 

In response to the Council’s request to conduct a space needs study, staff members have had preliminary discussions with firms that offer this service.  As a result of these discussions, we have developed the following information regarding scope of work, estimated cost and schedule for the study.   

 

  1. Scope of Work.  We recommend that the scope of work for this study be limited to the facilities identified in Attachment 1.  As a cost saving measure, we believe that there is no need to include the new Town Operations Center in this study. The elements of work would include the following:
    1. Assess current facilities workspace usage and adjacency needs according to employee, division and department and predict immediate and future needs.  Prediction of future space needs will be projected five and 20 years.

 

    1. Assess condition of current workspace with respect to its suitability to support the provision of efficient and effective services to the citizens of Chapel Hill.

 

    1. Assess the amount of employee and visitor parking currently available, including current and projected needs.

 

    1. Assess and recommend related functions that should be co-located for the most efficient and effective delivery of service to the Town’s citizens while fostering intergovernmental efficiencies.

 

    1. Where renovation or expansion of exiting facilities or construction of new facilities is recommended, include an outline building program, including a rough estimate of cost to build or renovate.

 

    1. Develop a phasing plan for implementation of the recommended facilities identifying each workspace that will be accommodated in each facility.

 

  1. Budget and Finance.  Based on our discussions with firms that offer these services, we believe that the scope of work described above could be accomplished for a fee in the range of $50,000 to $70,000.  We would be able to provide a more accurate cost estimate for these services after receiving proposals.  Funding for this work is not included in the FY 2006-2007 budget; therefore, it would be necessary to establish a budget before engaging a firm to complete the proposed study.

 

  1. Schedule. If the Council wishes to proceed with this work we would prepare a request for proposals and solicit bids during the summer of 2006 so that we could make a recommendation for selection of a consultant and a supporting budget amendment to the Council in early September 2006.  This schedule would allow the study by the end of November 2006, in time to use the results as part of the capital budgeting process for FY 2007-2008.

 

 

RECOMMENDATION

 

That the Council adopt the attached resolution authorizing the Manger to advertise a request for proposals for a municipal facilities space needs study for the Town of Chapel Hill. 

 

ATTACHMENT

  1. Space Needs Study (p. 4).