3:30 P.M.
1 hr.
Approval of Construction Contract with Harrod & Associates Constructors Inc. for the BOCC Chambers Technology Upgrades Project. Bid No: 08-021r
The Board is requested to authorize the County Manager to enter into a contract with Harrod & Associates Constructors (H&AC) Inc. for phase one of the construction and technology upgrades/improvements of the BOCC Chambers, Conference Room, and associated areas located on the second floor of the Durham County Administrative Building, 200 East Main Street, Durham., in the amount of $412,000.00 (Base bid & Alternate G2), and to execute any other related contracts including change orders, if necessary, not to exceed a project cost of $467,408.69.
The purpose of this project is to upgrade the audiovisual capabilities and other associated technology in the Durham County Commissioners’ Chambers and Conference Room. In addition, selected architectural improvements will be implemented to enhance usability and accessibility of the facility. Phase one of the project constitutes the selected architectural improvements to the facility, as well as the infrastructure necessary to support the audiovisual capabilities to be implemented in phase two. The construction contract for phase two of the project (audiovisual capabilities) will be presented to the Board for authorization in the early part of fiscal year 2008-2009.
The construction of the BOCC Chambers Technology Upgrades project was advertised in local newspapers on April 20, 2008, and a pre-bid conference was held on April 29, 2008 at 10:00 a.m. One bid was received on May 20, 2008 at 2:00 p.m., but could not be opened because the number of bids required by the law was not received. Therefore, the project was re-advertised on May 23, 2008, and two bids were received and opened on May 30, 2008. H&AC Inc. submitted the lowest total base & alternates bid amount of $786,424.00. This amount combined with other related project expenses and contingency estimated at $65,551.25 total $851,975.25, which is over the current available funding of $590,000.00. Therefore, additional funding in the amount of $261,975.25 is required to complete the project. Funding for the phase one of this project in the amount of $467,408.69 is available in the BOCC Technology Upgrades project account. The contract award for phase two (Alternate G1) in the amount of $384,566.56 will be presented to the BOCC in the coming fiscal year.
This agenda item has been reviewed by the Purchasing Division and has satisfied the necessary M/WBE Good Faith Efforts. H&AC Inc. has identified a total of
20.99% women-owned participation. The Contractor has also committed to seeking additional M/WBE participation if the opportunity prevails.
The Engineering Department has reviewed the bid proposals with Purchasing and DTW Architects & Planners, Ltd., the Project Architects, and recommends that the County proceed with phase one of the project, award a contract to H&AC Inc., and defer phase two until fiscal year 2008-2009. Completion of this project will provide a better facility for the conduct of BOCC meetings and other chamber activities.
Resource Person(s): Glen Whisler, P.E., County Engineer, Ademola Shobande, Assoc. AIA, Sr. Project Manager, James Faress, P.E., Project Manager, Engineering Department; Pam Meyer, Director, Budget & Management Services; and John Thompson, AIA, DTW Architects & Planners, Ltd.
County Manager’s Recommendation: The Manager recommends that the Board authorize execution of a contract with Harrod & Associates Constructors (H&AC) Inc. in the amount of $412,000.00 for phase one of the project and to execute any other related contracts including change orders, if necessary, not to exceed a project cost of $467,408.69.
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4:30 – 6:00 P.M.
Closed Session—Personnel Matters
1½ hrs.
7:00 P.M. Regular Session
1. Opening of Regular Session—Pledge of Allegiance 5 min.
2. Agenda Adjustments 5 min.
3. Announcements 5 min.
4. Minutes
5 min.
5. Recognition for Mr. James E. Fields
5 min.
For many years, Durham County citizens have watched Board of County Commissioners meetings on local cable access Channel 8, thanks to the videotaping services of Mr. James E. Fields. Mr. Fields voluntarily began taping Durham County Board meetings and delivering tapes to Time Warner Cable for airing in the early 1980’s. Ultimately, he became a valued contractor continuing to tape meetings and special events and to photograph various activities.
The Board of County Commissioners will present him with a special Lifetime Achievement Award in recognition of his invaluable work to preserve legislative proceedings of Durham County Government.
County Manager’s Recommendation: Present the Durham County Government “Lifetime Achievement Award” to Mr. James Fields along with sincere congratulations and well wishes in retirement.
6. Renovation of the Stanford L. Warren Library—2008 Golden Leaf Award
5 min.
The Board is hereby requested to recognize the project team for receiving the 2008 Golden Leaf Award for the Community Properties category for the Renovation of the Stanford L. Warren Library completed in 2006. On May 22, 2008, the Durham
City-County Appearance Commission hosted the Golden Leaf Awards for Community Appearance ceremony which recognizes the best visual contributions to the community. The goal of the Awards Program is to encourage better designed and maintained properties in Durham. The Community Properties Award recognizes projects that enhance the appearance and livability of highly visible public areas including churches, schools, parks, and neighborhoods.
In addition, the following six County facilities were also nominated for awards, which demonstrate the County’s commitment to good design and maintenance:
Community Properties: East Regional Library and Emergency Medical Service
Station #2
Landscaping and Maintenance: Center for Senior Life Legacy Garden
Sustainable Properties: Triangle Wastewater Treatment Plant and North Regional Library; Durham Public Schools also received an Award of Merit for the W. G. Pearson School in the Sustainable Properties category.
Little Diversified Architectural Consulting provided the architectural design services and Coulter Jewell Thames, P.A. provided the landscape architectural design services for the renovation project and the building was re-opened to the public on
September 7, 2006.
Resource Person(s): Glen Whisler, P.E., County Engineer; Skip Auld, Director of Library Services; Priscilla Lewis, Assistant Director, Library Services; and Ademola Shobande, Assoc. AIA, Senior Project Manager, Engineering Department
County Manager’s Recommendation: The County Manager recommends that the Board recognize the project team for receiving the 2008 Golden Leaf Award for the Community Properties category for the Renovation of the Stanford L. Warren Library.
7. Consent Agenda 20 min.
a. Property Tax Releases and Refunds for Fiscal Year 2007-2008 (accept the property tax release and refund report for May 2008 as presented and authorize the Tax Assessor to adjust the tax records as outlined by the report);
b. Service Contract for the Animal Protection Society of Durham Inc. (authorize the County Manager to execute a one-year contract for the operation of the Durham County Animal Shelter for $611,562.00);
c. Capital Project Amendment No. 08CPA000022—Durham Public Schools (DPS) (approve six applications to the NC Public School Building Fund and Capital Project Amendment No. 07CPA000005 appropriating Public School Building Capital Fund funds [lottery funds] to six new capital projects);
d. Acceptance of a Conservation Easement for Impervious Surface Rights Transfer per Unified Development Ordinance Section 8.7.2.B.2 (accept the conservation easement on nine acres of parcel #190606 from New Red Mountain Missionary Baptist Church in the Lake Michie watershed);
f. Budget Ordinance Amendment No. 08BCC000076—Economic Development—Pass-Through of One NC Funds in the amount of $100,000 from the State of North Carolina to Parata Systems;
g. Budget Ordinance Amendment 08BCC000075—Cooperative Extension—Recognize $10,647 in Additional Revenue from the Juvenile Crime Prevention Council; and
