Police Station and Village Hall Project
Request for Qualifications & Proposals
On January 15th, 2019, the Committee of the Whole discussed a potential space needs analysis and facility evaluation for the current Police Station/Village Hall. This is the link to the meeting. At the direction of the Committee, a Request for Qualifications (RFQ) was issued on January 17, 2019. The RFQ was comprised of three phases including:
- Phase 1: Assess the current and long-term operational space needs for the Police Station/Village Hall
- Phase 2: Evaluate a potential renovation of the current facility compared to a new facility
- Phase 3 (Optional): If directed by the Board of Trustees, provide architectural design services for the preferred alternatives as determined in Phase 2.
On May 21, 2019, FGM Architects was chosen and approved by the Village Board of Trustees to conduct the space needs analysis (Phase 1) and the facility evaluation (Phase 2), with architectural services (Phase 3) at the Village’s option. This is the link to the meeting.
Phase 1: Space Needs Analysis
A space needs analysis final draft was completed on July 17, 2019. During this process, FGM conducted a series of interviews with various members of Village staff. FGM staff toured the existing building to observe how staff members operated within the building, as well as gain further insight regarding operational and maintenance issues.
The space needs analysis concluded that more space is needed overall with the Police Department operating with a significant 3,630 square feet deficit.
Phase 2: Facility Evaluation
Upon completion of the space needs analysis, FGM team members began the evaluation and review of the current building. FGM conducted field surveys and reviewed available building plans, drawings, and previously provided . Preliminary site and floor plan diagrams were provided for the repair and renovation of the existing building (conceptual renovation layout link), as well as the construction of a new facility on the Village’s property on Industrial Drive (conceptual new facility layout link). Village staff met with FGM team members on multiple occasions to review and modify these conceptual site plans. After the conceptual layouts were completed, FGM developed preliminary budgets for the two projects, as well as a budget for a "do-nothing" option. This option focused only on repairing the current building without any operational enhancements.
On November 5, 2019, FGM Architects presented their report to the Committee of the Whole. This is the link to the meeting. Based on the consensus of the Committee of the Whole, staff will begin negotiations of an architectural design services contract for the design of a new facility at the Village’s property on the corner of Georgetown Drive and Industrial Drive. This contract will be discussed and voted on at a future Village Board of Trustees meeting.
Phase 3: Architectural Design and Engineering Services
At the direction of the Committee of the Whole, staff negotiated a scope of services and contract for Phase 3 services with FGM Architects. On December 17th, a professional services agreement with FGM Architects was approved by the Village Board in an amount of $750,000 by the Village Board of Trustees. This is the link to the meeting. Phase 3 services include schematic design, design development, and compiling construction documents.
Construction Management Firm Selection
On December 19, 2019, a Request for Qualifications was advertised to obtain proposals from qualified construction management firms. Firms were considered based on prior police station construction experience, experience providing services to local governmental units, accuracy of pre-construction budgets, timely completion of projects, fees, construction superintendent experience, and the performance of previous contracts.
On February 4, 2020, Frederick Quinn Corporation (FQC) was chosen and approved by the Village Board. This is the link to the meeting.
FGM Architects and Village staff began work on the schematic design in early January 2020. The schematic design included preliminary floor plans, site plans, and building elevations. A series of meetings were held by FGM Architects and Village staff to build a consensus for the design of the building. On February 4th, the Committee of the Whole was presented two items from the schematic design to evaluate: the Village Hall lobby and the Police Command Staff location. This is the link to the meeting.
After receiving consensus from the Committee at this meeting, updates were made to the schematic design. FGM Architects also developed three potential options for exterior materials. An open house was held on February 27th allowing residents to provide feedback on the preliminary layout and exterior material options. These options, along with the final schematic design, were presented to the Committee of the Whole on March 3, 2020. This is the link to the meeting.
During this phase, the design elements of the project were further defined, including coordinating building systems and finalizing materials and finishes for the exterior of the building. Village staff continues to meet with FGM and FQC to review and modify plans, as needed. On May 19th, the design development progress was presented to the Committee of the Whole. This is the link to the meeting. During this meeting, the Village Board also approved the issuance of the general obligation bonds in an amount not to exceed $11,500,000. The average interest rate for the 30-year debt issue is approximately 3%. Thoughtful financial planning will allow the Village to make annual debt service payments by utilizing an existing revenue source. The Village will not be raising taxes to pay for the new building.
On July 7, 2020, the Village Board approved the Guaranteed Maximum Price (GMP) proposal presented by Frederick Quinn Corporation in the amount of $9,516,801.00. The guaranteed maximum price (“GMP”) is the sum of the estimate of the cost of work, including contingencies and the construction manager’s fee. The GMP does not include other project costs from the master budget, such as furnishings, fixtures, equipment, technology, testing services and other soft costs not paid directly to the construction manager. FQC's guaranteed maximum price proposal was developed throughout the design development phase. This is the link to the meeting.
On August 20, 2020 FQC held a public bid opening for the Cary Municipal Center project's 28 bid packages. FQC provided a letter of recommendation to the Village for the lowest responsible and responsive bidders. The Village Board approved the bid packages on September 15, 2020. Due to the lower than expected bid results, the Village was able to include selected alternates that originally were removed from the base bid design to provide the Village with budget flexibility. The Board approved the inclusion of these selected alternates. The total project cost with the alternates is still below the established budget. This is the link to the meeting.
- Village of Cary Village Hall and Police Facility Report
- Space Needs Analysis 7.17.19
- Village Hall/Police Department Repair Budget
- Conceptual Village Hall/ Police Department Budget Comparison Summary
- Conceptual Village Hall/Police Department Budget Comparison
- Conceptual Village Hall/Police Department Repair and Renovation Layout
- Conceptual Village Hall/Police Department New Facility Layout
- FGM Architects PowerPoint Presentation - November 5th, 2019
- FGM Architects PowerPoint Presentation - March 3, 2020.pdf
- Preliminary Front Elevation Rendering - May 2020
- FGM Architects PowerPoint Presentation - May 19, 2020