'Next step' taken on convention center

Another key development has occurred with plans to construct a much-anticipated convention/conference center on the former Spencer’s textile mill property in downtown Mount Airy.

“No question this is a project we have all been waiting for,” City Manager Darren Lewis said during a meeting of the Mount Airy Board of Commissioners last Thursday night.

During that session, the board voted unanimously in awarding a contract for architectural and engineering services to bring the new facility to fruition.

“This is the next step to get us to the finish line,” Lewis added of the design plans that will be prepared by a Winston-Salem firm leading to its construction.

Workplace Architecture and Design was awarded the contract, for which there will be a total estimated fee of $553,910.

Funding for that will come from a $13 million allocation last year from the state Legislature for the new center, which will be of the type officials say is sorely lacking downtown.

It is planned in conjunction with the development of a Balladeer Marriott hotel in the Sparger Building on the former Spencer’s property bought by the municipality in 2014.

The convention/conference center will be located nearby on the Spencer’s redevelopment site, to include 20,000 to 25,000 square feet, according to city government documents.

Workplace Architecture and Design is to lay out the scope of a facility that will accommodate conferences with up to 250 attendees. It is to include one large ballroom, multiple (two to three) breakout rooms and other programmable spaces for exhibits and meetings.

“We feel like Workplace will get us to where we’re looking for on this project,” Lewis said in recommending its selection for the contract.

Hutchens questions process

A Request for Qualifications (RFQs) invitation for design firms to vie for the project issued around the first of August drew nine responses.

The same process also was used for the awarding of an engineering services contract for the grading of a site-ready pad at Westwood Industrial Park, another move occurring during last Thursday night’s meeting.

It also is grant-funded.

Rather than seeking bids from firms, the contract price for each project was negotiated after similar vetting procedures to narrow down the one desired.

Commissioner Chad Hutchens questioned this process, although he ended up voting in favor of both contracts.

As laid out by Lewis, the RFQ process allows the city leeway in evaluating the worthiness of design firms submitting proposals through the application of a weighted “matrix.”

This can include their qualifications, competence and reputation; capability to meet timelines; present and projected workload; and related experience on similar projects, to make sure they can handle the size of the task involved.

Problems could result, for example, with a firm tackling a design contract for the city as its first job.

“We don’t want to be their guinea pig,” Lewis added, which could result in costly delays and other problems far exceeding savings from an artificially low bid.

“While I understand the process for the RFQ, I don’t necessarily like it,” Hutchens said, citing cost considerations.

“If we have three companies or three groups that are all qualified to do the work, and one’s a hundred thousand dollars cheaper, we can’t see that on the front end, or know that — I really struggle to be OK with that.”

Hutchens pointed out that expenditures exceeding $700,000 are involved with the two projects.

“That’s a lot of money, and I know it’s grant money, but it still comes from taxpayers, and we’re responsible for that,” he reasoned.

“We’re challenged with spending the dollars appropriately, as best we can.”

The North Ward commissioner emphasized that he wasn’t “doubting” the process, just voicing his opinion on the matter.

During a back-and-forth discussion with Hutchens, the city manager said the evaluation process used by Mount Airy is allowed by state law.

Hutchens seemed convinced afterward.

“At the end of the day, I just want to make sure we get the best bang for our buck,” the board member said, adding that he trusts the city staff on this.