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HomeMy WebLinkAboutAgenda - 03-03-1999 - 8h1 ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date:. _ March 3. 1999 Agenda Ab ct Item ~ SUBJECT: Request for Proposals -Publication of Orange County Architectural History DEPARTMENT: Environment and Resource Conservation PUBLIC HEARING: Yes X No BUDGET AMENDMENT REQUIRED: Yes X No ATTACHMENTS: INFORMATION CONTACT: Donald R. Belk Request for Proposals Preservation Planner/X2594 PHONE NUMBERS: Hillsborough 732-8181 Mebane 227-2031 Durham 688-7331 Chapel Hill 967-9251 PURPOSE: To approve a Request for Proposals for publication of the Orange County Architectural History. (Note: This is fourth in a series of Requests for Proposals related to Orange County's Historic Preservation program. At the BOCC's December 15, 1998 meeting, a RFP was approved for an architectural survey of the St. Mary s Road Corridor. Also at that meeting, a RFP was approved to prepare a National Register Nomination for the White Oak Grove School in the Carr vicinity of Cedar Grove township. On February 16, 1999, the BOCC approved a RFP to conduct an archeological survey of the St. Mary's Road Corridor.) BACKGROUND: On June 2, 1998, Orange County received a grant of $5,000 from the NC Department of Cultural Resources for publication of the Orange County Architectural History. This grant was an important step toward achieving one the Historic Preservation Commission's Historic Preservation Goals submitted for BOCC consideration in the FY1998-99 fiscal yeaz. The $5,000 grant represents a significant portion of the funds needed to produce a casebound, hazdcover edition of the County's architectural history. Remaining publication funds may be obtained from a loan from the NC Federation of Historical Societies (NCFHS) and contributions from the private sector. A manuscript of the Orange County Architectural History was completed in 1996 by Richazd Mattson of Charlotte, NC. Dr. Mattson also selected over 100 historically significant sites throughout the rural portions of the County and wrote captions for photographs of these sites. The attached Request for Proposals will be used to select a publisher to develop a format and layout for the publication and advise the County on the cost and requirements of publication. The publisher will be chazged with providing text and cover designs, determining the size of photographs and illustrations, providing or supervising typesetting work, overseeing printing services, and coordinating the overall 2 :~ production leading to the publication of the architectural history. The publisher will be asked to provide a summary of the projected printing costs for 1,500 hardbound copies of the publication. ERCD staff will distribute the RFP to qualified publishers in the area. The HPC will consider proposals and provide a recommendation to the BOCC, along with a proposed project contract. FISCAL IlVIPACT: There is no fiscal impact from the Request for Proposals. However, once a qualified publisher is selected by the staff and Historic Preservation Commission, a contract will be forwarded to the BOCC for approval. Completion of the contract will require expenditure of the $5,040 grant and possibly additional funds from a NCFHS loan. Proceeds from the sale of the Architectural History would be used to repay this loan. Funding may be requested in the FY99-00 budget, if needed, to service the repayment of the loan. RECOMMENDATION: Administration Recommendation The Administration recommends approval of the Request for Proposals. 3 Orange County Environment and Resource Conservation Department P.O. Box 8181 Hillsborough, NC 27278 Phone: 919-732-8181 or 919-967-9251 x2597 Fax: 919-6~-3002 Email: ercd@co.oran~e.nc.us REQUEST FOR PROPOSALS For: Publication of the Architectural History of Orange County Submission Deadline: April 1, 1999 Contact: Donald R. Belk, AICP, Preservation Planner Orange County Department of Environment and Resource Conservation 306F Revere Road Hillsborough, North Cazolina 27278 919/732-8181 Extension 2594 email: dbelk@co.orange.nc.us Orange County is seeking a qualified and experienced publisher for the Architectural History of Orange County. Project Description Orange County seeks to publish its azchitectural history manuscript. The publication shall be a high quality book suitable for sale to the general public and other institutions. The publication will educate and enlighten the public of the significance of Orange County's historic resources. We seek an initial printing of 1,500 copies. The manuscript was completed by Richazd L. Mattson of Chazlotte, NC. (Dr. Mattson also wrote The History and Architecture of Nash County, North Carolina.) The manuscript is accompanied by 108 black and white prints of the most significant historic sites of Orange County. Dr. Mattson also wrote captions for these photographs. The manuscript also contains an azcheological component, written by Patricia Samford and Stephen Davis of the Reseazch Laboratory of Archeology at the University of North Carolina-Chapel Hill. Additional materials will be collected for the publication. After a contractual agreement is reached with a publisher, the Orange County Historic Preservation Commission will announce the project and solicit from citizens such historical items as old pictures of homes and farmsteads, family portraits, letters, photographs of commercial enterprises and workaday scenes, and other memorabilia that could be included in the publication along with the photos of historical structures. i 4 Scope of Work The publisher will:- 1) compile the manuscript and photographs, and select the most appropriate and representative materials received from citizens. 2) develop a format and layout for the publication, and advise the County to the dimensions of the book. Specifically, the publisher will: • provide text and cover designs; • determine the size of photographs and related illustrations; • provide or supervise typesetting work; • oversee printing services; and, • coordinate overall production leading to the publication of a casebound printed book. 3) provide a summary of projected printing costs for 1,500 copies. The publisher will design and print the manuscript under the review of the Orange County Historic Preservation Commission and staff. Project Schedule The projected starting date is May 1, 1999. Publishers submitting a proposal must provide an estimated completion date for the project. Project Budget The project budget will be funded from a grant from the North Cazolina Department of Cultural Resources and possibly a loan from the North Carolina Federation of Historical Societies. Consultants submitting a proposal must provide, insofar as possible, an .estimate of the costs for professional fees, travel, and supplies, in addition to the above-referenced preproduction work. Consultants must also provide an estimate of the amount of time to be expended on the project. Tvae of Contract The type of contract awarded will be on a cost reimbursement basis with a "not-to-exceed" provision. Selection/Oualifications Publishers or publishing firms will be evaluated in part on the basis of the following criteria: 2 5 1. The person/firm must have performed satisfactorily on previous azchitectural history publications. 2. The person/firm must have adequate experience and staff to perform the work required. Previous work in the Chapel Hill, Orange County, and/or Research Triangle azea is preferable; 3. The person/firm must have the ability to meet the time schedule established for the work; and 4. The person/firm must meet the qualifications of 36 CFR 61. There will be two main considerations in the selection process: (1) familiarity with the geographic azea, and (2) previous completion of azchitectural history publications. However, these will not be the controlling criteria. Where two or more persons/firms are proposed to undertake the project, the proposal must specify in some detail the working relationship envisaged in the partnership or joint venture. This latter requirement does not apply where two or more persons aze members of the same firm. Submission of Proposals Persons or firms interested in the project aze invited to submit a proposal, including a statement of qualifications which addresses the aforementioned criteria. References and samples of previous work must be submitted as part of the proposal. Proposals must be submitted to Orange County by 5:00 p.m. (DST) on April 1, 1999. Proposals may be mailed or delivered to: Donald R. Belk, AICP, Preservation Planner Orange County Planning Department 306F Revere Road Hillsborough, North Cazolina 27278 Telephone 919/732-8181, extension 2594 Questions regazding the project may also be addressed to the same individual. All proposals received will become the property of Orange County and will be evaluated to determine which proposal most closely meets the requirements of the County. At the discretion and option of Orange County, oral interviews may be conducted with one or more fums to assist in the selection process. Orange County reserves the right to reject any and all proposals and to accept the proposal most favorable to the County.