AGENDA #4b

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:       Extension of Consultant Contract for Town Operations Center

 

DATE:             June 9, 2003

 

 

The following resolution would authorize the Town Manager to negotiate a contract with Corley Redfoot Zack to complete the design of the Town Operations Center through the construction process and to the occupancy of the premises.

 

BACKGROUND

 

The present consultant team was selected in a qualification-based process compliant with North Carolina General Statute Sec.143-64.31.   In August 2002, the Town received 16 responses to an advertisement for proposals for consultants to prepare a site analysis, conceptual plan and a cost estimate for the Town Operations Center.  A committee of Town staff, including representatives of the departments to be potentially housed in the new development, determined criteria and standards, evaluated all proposals, ranked the top five, and then interviewed three firms.   

 

After the interview, the group was narrowed to two firms that were in the competitive range and they were invited to submit their best and final proposal.  In November, the Town Manager confirmed the recommendation of the staff committee, and negotiations on a detailed scope of services and schedule began.  On December 14, the Town Council approved the contract with Corley Redfoot Zack, with Parson Brinckerhoff as sub-consultants.

 

Since December 15, the consultants have been working with Town staff to produce the site analysis, concept plan and cost estimates on the ambitious schedule specified.  The process was amended midway when we were able to acquire an additional 13 acres, after the initial draft conceptual site plan had been drawn.  So, an additional survey, site analysis and concept plan were developed.  The second design workshop was held the week of May 19.  In spite of this delay, the design team has committed to having cost estimates ready on the original schedule for the Council’s consideration at the June 23 Council meeting.

 

DISCUSSION

 

We have been pleased with the work of the consultant team led by Corley Redfoot Zack. The team embraced the Town’s values of environmental sensitivity, sustainable development and fiscal prudence. They have listened carefully to the needs of their client, both as initially articulated and as they have been refined throughout the design process.  The team has exhibited the range of expertise that we expected, including knowledge of and experience with Chapel Hill’s design standards, the latest stormwater management best practices, energy efficiency and sustainable development; and knowledge of and experience with the operational needs of a transit system and a municipal public works operation. The team also has a good understanding of the federal regulations that must be followed to qualify for federal transit funding.  In addition, the team has proven to be reliable and professional in terms of maintaining a difficult schedule, and inviting and responding creatively to input from staff and advisory groups.

 

The current contract will expire at the end of August, when the Council is scheduled to act on the concept plan and cost estimate.  The next design contract will need to include the development of design drawings, the application for a Special Use Permit, working drawings and the bid package, and assistance with bid evaluation, construction contract administration and the final commissioning of the project. 

 

Under established Town Council procedures, we would follow a “Request for Proposals” selection process similar to the one which resulted in the choice of Corley Redfoot Zack.  However, we believe that the coming design decisions should build on the design work already completed. Given the quality of the planning and design services provided to date, and this design team’s understanding of the logic behind the countless design decisions reflected in the concept plan, we believe that continuing with the Corley Redfoot Zack team would result in the best and most cost-effective design process for the design of the Town Operations Center. 

 

Therefore, we propose to follow N.C.G.S. Sec. 143-64.32 that allows the Town Council to exempt particular projects from the Request for Proposals process called for in N.C.G.S. Sec. 143-64.31. We further propose that the Council exempt itself from its previously adopted policy which would call for an additional Request for Proposals procedure.

 

RECOMMENDATION

 

That the Town Council adopt the following resolution, which would:

 

·        declare that it finds 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. 143-63.32, and

 

·        authorize the Town Manager to enter negotiations with Corley Redfoot Zack for a contract that would provide design services 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 management and the final commissioning of the project, and authorize the Manager to present the final contract for the Council’s action, and

 

·        exempt this project from the previously adopted policy which would call for an additional Request for Proposals procedure.

 

 

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. 143-63.32;.

 

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 9th day of June, 2003.