ROCKINCHAM ECMESAMTBNCENRCNIESTSTEA A CITY LOOKING FORWARD  CITY COUNCIL AGENDA February 11, 2014 7:30 p.m.  1. Opening of meeting by Mayor Steve Morris.  2. 3. 4.  Invocation by Reverend Mickey Briles, Pastor of Beverly Hills Baptist  Church.  Amendments and Changes to Agenda.  Consent Agenda:  A. Disposition of Minutes of the January 14, 2014 Regular Meeting.  B. Tax Collector's Report. (See Pages 5-8)  Informational Items: 1.) Monthly Collection Report  2.) Uncollected Taxes as of January 31, 2014. 1.) Refunds per County Assessor's Office. 2.) Discovery bills added to Tax Scroll. 3.) Releases per County Assessor's Office.  Action Items:  5.  Business by Planning Board. A. Set Public Hearing. (none) B. Hold Public Hearing. (none)  C.  Minutes from Various Boards (none)  514 Rockingham Road, Rockingham, NC 28379 Phoni - 1- 95 9088 Fax (910) 997 6617 www.gorockingham.com    City Council Agenda February 11, 2014 Page 2  6. Presentation of the Rockingham Fire Department's Annual Report for 2013 7. Approval of Powell Bill Amendments Ordinance to Fiscal Year Budget 2013- 8. Consideration of approval of bid award and construction contract to Carpenter Construction Company, Inc. in the amount of $756,331.00 for the Steele Building demo and construction Project. (See Manager's Comments  by Fire Chief Charles Gardner. (Reportenclosed separately)  14. (See Ordinance Page 9)  and pages 10-14) 9. Business by Visitors. 10. Business by City Clerk. 11. Business by City Manager. 12. Business by City Attorney. 14. Business by Mayor. 15. Adjournment.  13. Items of discussion by City Council Members.  -2-    7A3  Monty R. Crump City Manager  ROCKINGHAM EECHEISACTECANTESATRVCESBITES A CITY LOOKING FORWARD  MEMO TO: Mayor Steve Morris & City Council  FROM: DATE: RE:  Monty R. Crump, City Manager February 5, 2014 Agenda Items  REGULAR AGENDA:  7.  Approval of Powell Bill Amendments Ordinance to Fiscal Year Budget The City received its annual distribution of Powell Bill funds in October 2013 (139,346.52) and January 2014 (139,346.51) in the total amount of 278,693.03. The City had budgeted 282,000.00 in anticipated revenue for 2013/14. This budget amendment ordinance will balance Powell Bill Fund for FY 2013/14 based Consideration of approval of bid award and construction contract to Carpenter Construction Company, Inc. in the amount of $756,331.00 for the Steele Building demo and construction project. (See pages 10- On January 23, 2014 the City opened bids on Steele Building demo and construction project located in Downtown Rockingham. The lowest responsible builder was Carpenter Construction Company, Inc. in the amount of 952,907.00. The City received 8 bids from general contractors that ranged from 952,907.00 to 1,120,635.00. The low bid was somewhat higher than anticipated. As result of the higher than anticipated bids, city staff spent considerable time with the architect and low bidder to value engineer (VE) the project. As long as the scope and integrity of original project is not altered it is permissible to VE public projects with lowest responsible bidder. After thoroughly reviewing the project and evaluating opportunities for VE, I am comfortable recommending award of this contract to Carpenter Construction in the amount of 756,331.00 with VE/deducts as noted/accepted in letter dated 2/4/2014 from Carpenter Construction to WHN. The original scope and intent of project is preserved with the VE as recommended. The project is proposed to be funded with 475,000 grant from Cole Foundation with the remaining funds (281,331) being provided by City of Rockingham. A project ordinance authorizing funding of project will be  2013-14. (See Ordinance Page 9)  on amount of actual Powell Bill distribution.  8.  14)  submitted to Council at March meeting.  -3-  514 Rockingham Road, Rockingham, NC 28379. Phone (910)895 9088 Fax (910) 9976 6617* www.gorockingham.com    Rockingham, NC  City Council Agenda  SUPPORT DOCUMENTS  4    - 0  0  f  e  -5-    UNCOLLECTED TAXES  YEAR 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 2003  AMOUNT 264,516.61 40,447.30 30,291.01 20,638.55 16,189.78 13,583.11 8,469.94 6,468.26 5,603.67 3,838.46 2,852.75  January 2014  264,516.61 148,382.83 412,899.44  Total Current Year Total Past Years Total All Years    o0 8 8 o 8  o    00 0    ROCKINGHAM A CITY LOOKING FORWARD EEZN  Budget Ordinance Amendments Fiscal Year 2013-14 POWELL BILL AMENDMENTS 10-343-2000 Powell Bill Allocation 10-399-2010 Powell Bill Fund Balance 10-570-3450 Powell Bill Cont. Services  Decrease Increase Increase  3,306.97 95,763.16 92,456.19  Adopted this the 11th day of February, 2014.  Signed:  M. Steven Morris Mayor  Attest:  Gwendolyn F. Swinney, CMC, City Clerk  514 Rockingham Road, Rockingham, NC 28379 Phon -9- = 95 9088 Fax (910) 997 6617 www.gorockingham.com    W h  Designs for a changing world  RCMITECTS  January 24, 2014 City of Rockingham 5141 Rockingham Road Rockingham, NC 28379 Attn: Monty Crump Dear Monty: $952,970.00.  Ref: Bid' Tabulations for 228 Washington Street] Project  Attached please find a certified Bid Tab fort the bids received fort the project on. January 23,2 2014. Based on those bids, it appears that Carpenter Construction Company, Inc. is the low bidder at My recommendation is to allow WHN Architects to discuss the project with Carpenter Construction toi identify value engineering items in an effort to reduce the overall project costs. I willl be submitting suggestions tot the contractor within thei next day or two ands should haves some preliminary pricing by early next week. Once the magnitude of the value engineering items is Should you have any questions regards the bids taken yesterday or the value engineering  known, a final decision can be made concerning the project's direction.  approach, please advise. Sincerely, WHNArchitects, PA J.F.Hatem, Jr., AIA, NCARB Wl Enclosure  WHN Architects, PA 330 West Tenth Street Charlotte, NC: 28202 wwwwhnarch.com P704-333-9952 F_7043339962 100% Post Cansumer Fiber  P:A13128 Washington StBI Filesl8 BidingChump0l2Al4dox  -10-    BID TAB 228 Washington Street 1/23/2014  W h n + a  WHN Arbitects, PA 3301 West 10th. Stret Charlotte, NC28202  Certified by:  Unit Prices P2  MWl  Contractors  Basel Bid  P1  P3  Lic. # 35725  Carpenter Construction Company! 501 Rocky River Road Oakboro, NC 28129 Player, Inc. Suite 100 Wc Construction POI Box 25051 Winston-Salem, NC27114 Southern Builders 115Crow Run Rockingham, NC28379 Black Contracting 2210 Fowler Secrest Rd Monroe, NC28110 Cadet Construction Company 6300 Chapel Hill Road Suite 120 Hawks Builders 105 Yates Hill Road Rockingham, NC 28379 Kevin. Jacobs General Contracting 279 Lumbee Ave Lumberton, NC 28360  952,907.00 $  56.00 $  56.00 $  56.00  Lic.# 1487  400 Westwood Shopping Ctr V V V $  969,000.00 $  25.00 $  25.00 $  25.00  Lic.# 63557  1y V $  978,250.00  Lic.# 5771  V V V  1,017,998.00 $  40.00 $  40.00 $  40.00  Lic.# 62714  V V $  1,025,900.00 $  46.00 $  46.00 $  46.00  Lic.# 73807  V V V  1,065,544.00 $  25.00 $  25.00 $  35.00  Lic.# 56182  V V $  1,078,962.00 $  100.00 $  105.00 $  100.00  Lic.# 625281  / V $  1,120,635.00 $  45.00 $  45.00 $  45.00  -11-    W h  Designs for a changing world  +  ARCMITECTS  February 4, 2014 City ofl Rockingham 5141 Rockingham Road Rockingham, NC 28379 Attn: Monty Crump Dear Monty:  Ref: 228 Washington Street Bid Recommendations  Following through with my recommendation, I have been engaged with Carpenter Construction in an attempt toi identify value engineering items which could help reduce the overall project costs without affecting quality. Iidentified over two dozen items which Carpenter Construction, in concert with their subcontractors have provided deduct amounts for those changes (see attached). The total deduct being offered is $ 196,576.00 bringing the revised base bid for Carpenter The overall project scope, look and function in my opinion willr not be affected by acceptingt these VEi items. Ifthe funds are available, it would be my recommendation thatt the City ofRockingham execute a contract for construction with Carpenter Construction Company, Inc. with these VE items included. After your review of the attached, please let me know how the City wishes to WHN Architects is committed to providing whatever services are necessary to assure that this project can proceed. Please let me know what additional assistance I can provide to helpi in the  Construction Company, Inc. to $756,331.00.  proceed.  decision making process. Sincerely, WHNArchitects), PA J.F.Hatem, Jr., AIA, NCARB MwA Enclosure  WHN Architects, PA 330 West Tenth Street Charlotte, NC 28202 wwwwhnarch.com P704-333-9952 F704.3339962 100% Post Cansumer Fiber  PA13128 Washington: StBI Filesl8 BiddingiCrump 020414.docx  -12-    Carpenter Construction Company,  Inc.  501 Rocky River Rd * PO. Box 641 (704)485-8598 * Fax (704)485-3462  Oakboro, NC28129  02/04/2014 WHN Architects 330 W. 10th Street Charlotte, NC 28202 Attn. Joe Hatem  Project : 228 Washington Street  VE ITEMS 2"d Time  1.Delete RTU2 2A..  -$5,600.00 -$1,560.00 -$770.00 -$14,200.00 .-$5,860.00 -$00.00  2. Delete all plumbing in 203 & 204. 3.Delete toilet accessories in 203 & 204.. 4. Less expensive sound proofing room 101 Only See attached submittal. 5. Delete brick tile and paint wall.. 6.R Round duct still inj project no savings..  7.Doors 100. A&B,200. A,B and C, aluminum frames & doors. 201 B is fire rated HW door and frame,delete (4) arched windows on side, Delete doors 203 & 204,Door 201A flush wood door,HM frame. 8. Delete cloud ceiling and ceiling in rooms 203 & 204..  -$24,200.00 -$22,302.00  -13-    9. Delete Shutter..  -$2,500.00 -$4,300.00 -$4,190.00 -$5,100.00 -$3,258.00 -$38,900.00 -$4,200.00 -$3,057.00 -$10,000.00 -$15,409.00 -$1,000.00 -$1,750.00 -$3,000.00  10. Brick. Allowance to $250/M.. 11.Delete block inserts/install foam..  12. Mechanically Fastened TPO-Roof, Delete 4" dens deck and RTU2A..  13. Plastic Laminate Counter Tops Delete Stone.. 14.Glass Garage Doors See attached submittal. 15. Delete stamped concrete. 16. Tile on 5/8" drywall wet walls only.. 17. Contingency Allowance $15,000.00..  18. Helical Piers P1 & P3 Add $35.00/Deduct $15.00 P2. Add $45.00  Deduct $20.00..  19. Use a storage trailer as a construction trailer.. 20. Owner pay water/power cost.. 21. Delete asphaltlsidewalk patch  22. Delete cav- clear, use typical 2" masonry insulation,14" walls on exterior, Delete mortar net use washed stone,Standard type S gray mortar on brick,  Simplify brick work..  .-$11,950.00 -$2,500.00 .-$5,200.00 .+-$6,070.00  23. Use PVC: 20 mil flashing in lieu of cooper.. 24. Electrical VE see attached.. 25.. Additional Plumbing VE see attached..  -14-    DEPARTMENTAL ACTIVITY REPORTS  for  COUNCIL'S INFORMATION  -15-    -16-        ROCKINGHAM KEVEHIT CITY LOOKING FORWARD  To: From: Date: Subject:  Monty Crump, City Manager  Dave Davis, Parks and Recreation Director  February 3, 2014 Activity Report  The following is an update on Parks and Recreation Activities.  Youth Basketball - Even with the recent weather conditions and school closings this program is Youth Soccer- Registration deadline is Wednesday, February 12th. Enrollment has been strong Youth Baseball/Softbal - We will begin the registration process for these two programs on Monday, February 10th and conclude Friday, February 28th. Late registration will be from March Hinson Lake - Reservations are consistent and will increase as we approach the warmer months. The recent article in the Daily. Journal was accurate and well received.  on schedule. Our current completion date is February 21st. and final numbers will be available in the March report.  1st until March 6th.  1  514 Rockingham Road, Rockingham, NC 28379 Pho -18- 95 9088 Fax (910) 9976 6617 V www.gorocligham.con    52027  Fire Department Charles Gardner, Chief  ROCKINGHAM 0- A CITY LOOKING FORWARD  January-14  We are pleased to submit the monthly fire report on the activities undertaken by the Rockingham  Fire Department during the month of. January 2014.  Total Alarms: Turn In Alarms: Wrecks: Smoke/Odor: Cooking fire: Power line down: 2 Assist Ems:  69 2 26 1 0 2  In Town: Silent Alarms: Alarm Malf: Vehicle fire: : Gas spill: Assist Police: Mutual Aid:  66 67 17 0 3 0 1  Out of Town: Structure: Good Intent: Grass/Brush: Hazmat: Trash fire: Electrical:  3 0 8 4 1 0 4  Hours Spent on Calls: 33 hours 42 minutes Total Property Exposed to Fire: Total Property Damaged by Fire: Total Property Save:  $0.00 $0.00 $0.00  During the month of. January full time members of the fire department averaged 531 training hours  per person; part-paid members averaged 9 hours per person for the month.  Public Life & Safety: -Installed 5 car seats Inspections: 100 Respectfully Submitted, RO Fire Chief Charles C. Gardner  -19-  231 South Lawrence Street, Rockingham, IVU cos/9-Phone (910) 997-4002* Fax (910) 997-4573    ROCKINCHAM A cs KOOxNG ORMARD  Rockingham Police Department  W.D. Kelly, Chief of! Police To: Monty Crump ( From: W. D. Kelly  Chief of Police Date: February 3, 2014 Ref: January Activity Report  On behalf of the Rockingham Police Department, I am pleased to submit this report for your consideration. The following activities have been undertaken  by officers of the Rockingham Police Department.  Total Calls for the Month: 1001 Animal Control Calls: Alarm Calls Escorts: Unlock Vehicles: Charges Generating Arrest: Felonies: Misdemeanors: Drug Violations: Juvenile: Warrants Served: Citations:  35 131 79 115  29 105 28 5 101 400  Accidents Reported/Investyated: Property Damage only: Personal Injury: Officer Hours Spent in Court: Officer Training Hours Logged Items of interest:  58 2 49 251  We are pleased to report no major problems during our recent event of wintry weather. Our officers and staff did an excellent job of handling the few minor  incidents we did encounter.  311E. Franklin Street, Rockingham, N.C. 28379Phoi -20- 75-2468. Fax (910) 895-0899www.gorockinghampd.om