AGENDA ITEM EXECUTIVE SUMMARY
ITEM TITLE
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Chapel Hill Community Center Climbing Wall Reconstruction Contract
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RESPONSIBLE STAFF, TITLE, DEPARTMENT
Atuya Cornwell, Director, Parks and Recreation Department
Kevin Robinson, Senior Manager of Planning and Park Operations, Parks and Recreation Department
STAFF RECOMMENDATION
Adopt the attached resolution establishing criteria for determining that the Design Build Method is appropriate for this project and authorizing the Town Manager to negotiate and execute a contract utilizing the design build method for the climbing wall reconstruction project at Chapel Hill Community Center. Authorize the Town Manager to approve change orders as necessary, provided the contract cost remains within the budgeted amount.
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ACTION/DECISION POINTS
Council must adopt or reject the attached resolution authorizing the Town Manager to negotiate and execute a contract utilizing the design build method to complete the reconstruction of the climbing wall at Chapel Hill Community Center for up to $700,000.
Council may authorize or deny the Town Manager’s approval of change orders as necessary, provided the contract cost remains within the budgeted amount.
LEGISLATIVE CONTEXT
N.C. General Statute Sec. 143-128.1A requires that the Town adopt written criteria to determine when the design build method is appropriate for a project. While governing board approval is not specifically required, the UNC School of Government advises that a governing board approve the criteria when using the design build method.
N.C. General Statute Sec. 143-128.1A(b) lists six criteria which must be addressed in utilizing the design build method.
1. The local government’s ability to “adequately and thoroughly” define the project requirements in the RFQ.
2. Time constraints for project delivery.
3. The local government’s ability to ensure that a quality project can be delivered.
4. The availability of qualified staff or outside consultants experienced in design-build to manage and oversee the project.
5. Good faith efforts to comply with HUB participation requirements.
6. The criteria used by local government, including a comparison of the advantages and disadvantages of using design-build in lieu of traditional construction bidding methods.
Applying the above criteria to the climbing wall renovation:
1. The Parks and Recreation Division and the Business Management Division have professional personnel that are both qualified and experienced to thoroughly define project requirements and professional purchasing, finance and legal personnel are on staff to assist in the review and development of an RFQ.
2. Work needs to occur during April and May to have the gym ready for summer camp. Using the design build process provides the best measure to ensure that product is available when needed as the design build team controls design and product selection. Using a single provider for design, permitting and installation streamlines any questions that may arise during permitting.
3. The Parks and Recreation Division has professional and experienced personnel to ensure that the Design Build firm provides a quality project within the budget.
4. The Parks and Recreation Division has experienced personnel that are knowledgeable in managing a project using design build.
5. State policy for inclusion of HUB will be shared in the RFQ and responders will be expected to comply with State policy. This will be an equal part of evaluated selection criteria.
6. The budget for this project is $700,000. Using Design Build gives the town more control over design and product selection.
BACKGROUND AND CONTEXT
The Town issued $500,000 in Parks & Recreation Facilities General Obligation Bonds in June 2025 for the climbing wall project. An additional $200,000 from the FY 2025-26 penny for parks allocation is available to cover the construction cost increase. The current climbing wall at Chapel Hill Community Center will reach its useful life within the next two years.
The design build method is appropriate under the following criteria listed in N.C. General Statute Sec. 143-128.1A(b).
1. The local government’s ability to “adequately and thoroughly” define the project requirements in the RFQ.
The town can adequately and thoroughly define the project requirements for the climbing wall replacement prior to the issuance of the request for qualifications for a design-builder.”
2. Time constraints for project delivery.
The time constraints for the delivery of the project are appropriate in that there is an immediate need for replacement and there are only two years of useful life remaining with the current wall.”
3. The local government’s ability to ensure that a quality project can be delivered.
The town’s Parks and Recreation Department has professional and experienced personnel to ensure that the design build firm provides a quality project within the budget.
4. The availability of qualified staff or outside consultants experienced in design-build to manage and oversee the project.
The town’s Parks and Recreation Department has experienced personnel that are knowledgeable in managing a project using design build.
5. Good faith efforts to comply with HUB participation requirements.
State policy for inclusion of HUB will be shared in the RFQ and responders will be expected to comply with State policy. This will be an equal part of evaluated selection criteria.
6. The criteria used by local government, including a comparison of the advantages and disadvantages of using design-build in lieu of traditional construction bidding methods.
The budget for this project is $700,000. Using design build gives the town more control over design and product selection.
FINANCIAL IMPACT
The project funding comes from 2025 Parks & Recreation Facilities General Obligation Bonds and from the fiscal year 2026 Penny for Parks Funding.
COMMUNITY ENGAGEMENT
Staff from the Parks and Recreation Department have received input within community meetings and at climbing wall programming events as it relates to the need for a reconstructed climbing wall.
ATTACHMENTS
Resolution