April 18, 2001 6:05PM.AGENDA
#5i
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Architect Selection for the Hargraves Recreation Center and A.D. Clark Pool Renovation Projects
DATE: April 23, 2001
The attached resolution would waive the Town’s standard procedures for the selection of architectural and engineering professional services and authorize the Town Manager to enter into a contract for architectural and engineering services with GGA Architects of Chapel Hill for the Hargraves Recreation Center and A.D. Clark Pool Renovation Projects.
The attached ordinance would amend the Energy Ordinance to do the same.
The Town’s standard procedures for the selection of architectural and engineering services, which are outlined in a Town Council resolution dated November 23, 1987, require that, “The Town shall request written proposals for architectural and engineering services when the expected cost of such services would exceed $30,000…” (please see Attachment 1.)
On May 12, 1997, the Town Council amended Chapter 5 of the Town Code by adding Article VII. ENERGY CONSERVATION IN DESIGN AND CONSTRUCTION OF NEW AND RENOVATED BUILDINGS. This article includes the requirement that, “To help ensure compliance with this article, at least one member of each architectural selection review panel shall be a recognized energy professional.” (Please see Attachment 2.)
During the Town Council’s planning session on January 19, 2001, the expedited execution of the Hargraves Recreation Center and A.D. Clark Pool renovation projects was included among the Town Council’s goals and objectives.
Funding for these projects is included in the fiscal year 2000/2005 CIP Budget. The budget includes 10-year installment purchase funding in the amount of $627,000 for the Hargraves Recreation Center and $570,000 for the A.D. Clark Pool.
This is a major renovation that will require the closure of both facilities for a period of time. The scope of work for the Hargraves Recreation center includes upgrading the electrical and mechanical systems, replacement of windows and doors, resurfacing of floors, replacement of cabinets, interior painting throughout, the removal of abandoned mechanic equipment, exterior masonry repairs and repairs to the gutters, downspouts and drainage systems. The scope of work for the A.D. Clark Pool includes a thorough renovation of the bathhouse, upgrading mechanical and electrical systems, sidewalk and masonry wall replacements, resurfacing of the pool lining, and complete replacement of the water circulation and filtration system.
In a budget working paper dated April 4, 2001, the Town Manager provided the following expedited project schedule for the Hargraves Recreation Center and A.D. Clark Pool renovation projects.
April-June 2001 Project Design
July-August 2001 Advertisement for Bids and Bid Award
September 2001 to April 2002Construction
May 2002 Reopen the Facilities
The expedited schedule above is contingent upon our ability to quickly contract for the necessary architectural and engineering services to support this project. We have been in negotiations with GGA Architects since early March and are now ready to enter into a contract for architectural services. The cost for architectural and engineering services would be 15% of the base bid for the project, including accepted alternate items plus 12% of the lowest bid for alternate bid items that are declined by the Town. We estimate the cost of architectural and engineering services to be about $100,000 for this project.
In order to expedite the execution of this contract, we would need the Town Council’s permission to waive the standard procedures outlined above. Specifically, we are seeking a waiver of the requirements to publish a request for qualifications, to hold an architect selection review panel and to include a recognized energy professional on the selection panel. The Council may by resolution waive procedures established by resolution. An ordinance is necessary to amend procedures established by ordinance.
We believe that the Town Council can waive these requirements without compromising the basic intent of these policies and procedures including the selection of a highly qualified professional architectwho has had experience with a variety of energy saving designs. GGA Architects have met the requirements listed in the Energy Ordinance during more than one selection process, and they were chosen by a committee constituted as required by the Energy Ordinance to develop the Concept Plan for the Homestead Park Aquatics Center.
If we are unable to expedite the architect selection process, the probable impact will be about a two-month delay in the project schedule. Using the standard procedures, we believe we can bring a recommendation for architect selection to the Town Council meeting on June 25, 2001. The primary impact of this delay is the reduced probability that we will be able to complete construction in time to reopen the A.D. Clark Pool in time for the regular 2002 swimming season, which runs from May 2002 to August 2002. Without expedited architect selection, we estimate that the project schedule would need to be revised as follows:
May-June 2001 Architect Selection
July-September 2001 Project Design
October-November 2001 Advertisement for Bids and Bid Award
December 2001 to July 2002 Construction
August 2002 Reopen the Facilities
That the Town Council adopt the attached resolution waiving the Town’s standard procedures for the selection of architectural and engineering support contractors and authorizing the Town Manager to enter into a contract for architectural and engineering services with GGA Architects of Chapel Hill for the Hargraves Recreation Center and A.D. Clark Pool Renovation Projects.
And, that the Town Council adopt the attached ordinance which would exempt the Hargraves Center and AD Clark Pool renovation project from Sect. 5-123 of the Town Code, Qualification of architects.
1. Selection Of Architectural And Engineering Professional Services (p. 6).
2. An Ordinance Amending the Town Code dated 97-5-12/0-4)(p. 9)..
A RESOLUTION WAIVING THE TOWN’S STANDARD PROCEDURES FOR THE SELECTION OF ARCHITECTURAL AND ENGINEERING PROFESSIONAL SERVICES AND AUTHORIZING THE TOWN MANAGER TO ENTER INTO A CONTRACT FOR ARCHITECTURAL AND ENGINEERING SERVICES WITH GGA ARCHITECTS OF CHAPEL HILL FOR THE HARGRAVES RECREATION CENTER AND A.D. CLARK POOL RENOVATION PROJECTS (2001-04-23/R-13)
WHEREAS, the Council of the Town of Chapel Hill has directed the Town Manager to expedite the execution of the Hargraves Recreation Center and A.D. Clark Pool Renovation Projects; and
WHEREAS, the Town Manager has requested and recommended a waiver of the Town’s standard procedures for the selection of architectural and engineering professional services; and
WHEREAS, the Town Manager has recommended that GGA Architects of Chapel Hill be awarded the design contract for the Hargraves Recreations Center and A.D. Clark Pool Renovation Projects;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Town’s standard procedures for the selection of architectural and engineering support contractors are hereby waived for the Hargraves Recreations Center and A.D. Clark Pool Renovation Projects.
BE IT FURTHER RESOLVED that the Town Manager is authorized to enter into a contract for architectural and engineering services with GGA Architects of Chapel Hill for the Hargraves Recreation Center and A.D. Clark Pool Renovation Projects.
This the 23rd day of April, 2001.
AN ORDINANCE AMENDING CHAPTER 5 OF THE TOWN CODE OF ORDINANCES REGARDING QUALIFICATIONS OF ARCHITECTS FOR TOWN BUILDINGS (2001-04-23/O-1)
Be it ordained by the Council of the Town of Chapel Hill as follows:
Section 1. Section 5-123 of the Town Code “Qualification of architects,” is hereby amended by adding the following to the end of the section:
‘ The forgoing section does not apply to the selection of architects for the 2001 major renovation of the Hargraves Center and the AD Clark Pool.”
Section 2. This ordinance shall become effective upon adoption.
This the 23rd day of April, 2001.