HomeMy WebLinkAboutAgenda - 11-04-2010 - 4lREVISED 11/4/10
Abstract (see bold on pages 1 and 3) and
Updated Draft Contract (beginning at page 6)
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 4, 2010
Action Agenda
Item No. L.~ _
SUBJECT: Contract with Hobbs Upchurch and Associates for Engineering and Design
Services for Buckhorn-Mebane Economic Development District (EDD) Water
and Sewer Extension Project -Phase II
DEPARTMENT: Asset Management & PUBLIC HEARING: (Y/N) No
Purchasing Services (AMPS),
Planning
ATTACHMENT(S): INFORMATION CONTACT:
• Cost Proposal David Cannell, AMPS, 919-245-
2651
• Draft Contract Craig Benedict, Planning, 919-245-
2592
Pam Jones, AMPS, 919-245-2650
PURPOSE: To consider:
• Awarding Request for Proposal (RFP) #5164 and approving a contract in the
amount of $192,000 with Hobbs Upchurch and Associates, P.A. of Southern
Pines, North Carolina for design services associated with the construction of
water and sewer utilities for the Buckhorn-Mebane Economic Development
District (EDD); and
• Authorizing the Chair, subject to final review by staff and the County
Attorney, to sign the final contract on behalf of the Board.
BACKGROUND: For FY 2010-2011, funds were appropriated for design services associated
with the construction of water and sewer utilities in the Buckhorn-Mebane EDD. The project,
which includes the analysis and design for extension of these utilities, is Phase II of a multi-
phased project to provide utilities to the entire Buckhorn-Mebane EDD. The portion of the
system constructed will function both as a stand-alone system and as part of future phases or
system extensions to serve the remainder of the Buckhorn-Mebane EDD. The systems will be
an extension of the City of Mebane water and wastewater utilities and, as such, will be subject
to the design standards and specifications established by the City of Mebane for its water and
wastewater utilities.
A Request for Proposals from qualified engineering firms was solicited. The following seven
firms submitted proposals:
• Alley Williams Carmen & King, Inc. -Burlington, NC
• Coulter Jewell Thames PA -Durham, NC
• Davis Martin Powell & Associates -High Point, NC
• Hobbs Upchurch and Associates -Southern Pines, NC
• KCI -Raleigh, NC
• Summit Consulting -Hillsborough, NC
• WSP Sells -Cary, NC
After a review of the submittals, five of the seven responding firms were interviewed by a staff
team consisting of: Craig Benedict, Willie Best, David Cannell, Kevin Lindley and Dottie Schmitt.
The firms that were interviewed were:
• Alley Williams Carmen & King, Inc. -Burlington, NC
• Coulter Jewell Thames PA -Durham, NC
• Hobbs Upchurch and Associates -Southern Pines, NC
• KCI -Raleigh, NC
• Summit Consulting, -Hillsborough, NC
The staff team unanimously recommends Hobbs Upchurch and Associates, P.A. of Southern
Pines, North Carolina for reasons that include, but are not limited to, the following:
• Extensive experience designing water/sewer systems; and
• Extensive experience designing systems to serve undeveloped EDD districts using a
phased approach as will be necessary for this project; and
• A demonstrated ability to assist jurisdictions in obtaining funding from multiple sources;
and
• Experience in dealing with inter-local agreements; and
• Extensive in-house experience covering all facets of the County's project.
Hobbs, Upchurch & Associates, P.A. has been in business for over twenty-eight years. The
team that it has assembled for this project averages over fifteen years experience with Hobbs
Upchurch. Contracts recently awarded to Hobbs Upchurch & Associates include:
• Town of Oak Ridge -Phase 1 Water System Improvements -July 14, 2010
• Ellerbe / Rockingham Regional Wastewater -May 12, 2010
• Camp Lejeune Inflow & Infiltration Study -September 29, 2010
Hobbs Upchurch also maintains on-going consulting relationships with numerous municipal and
county clients.
A follow up meeting among Hobbs-Upchurch representatives, the County Attorney, the
Purchasing Agent and the Asset Management and Purchasing Services Director was held to
discuss pending claims by the State Board of Elections. Following the meeting, County staff
confirmed there is no investigation affecting the engineering or architectural licenses or
certifications of any employee of Hobbs Upchurch or the company itself. The staff's
recommendation remains intact following the completion of the County's due diligence inquiries.
The design work is scheduled for completion within 6 months of a Notice to Proceed. County
planning, engineering and economic development staff will work closely with the engineering
firm during this process, providing the design parameters and constraints and reviewing the
design for consistency with County plans and goals at various stages of completion. At this
3
time, there is no money budgeted for construction of the designed infrastructure. As such,
there is no specific construction schedule for the Phase II water and sewer infrastructure. Staff
will be searching for funding opportunities during the design process with the help of the
engineering consultant.
FINANCIAL IMPACT: The total amount of this expenditure is $192,000, for which sufficient
funds were included in a FY 2010-2011 County capital project account.
RECOMMENDATION(S): The Manager recommends the Board:
• Award RFP #5164 and approve a contract with Hobbs Upchurch and
Associates, P.A. of Southern Pines, North Carolina, subject to final
review by staff and the County Attorney, to provide engineering and
design services for Buckhorn-Mebane Economic Development District
(EDD) Water and Sewer Extension Project -Phase II in the amount of
$192,000; and
• Authorize the Chair, subject to final review by staff and the County
Attorney, to sign the final contract on behalf of the Board.
4
Hobbs, U~achurch & Associates, P.A.
Consulting Engineers
300 S.W. Broad Street Southern Pines, NC 28388
September 14, ZOIO
Mr. David Cannel)
Orange County Department of Asset Management and Purchasing
131 W Margaret Lane, Suite 301
Hillsborough, NC 27278
RE: Buclchorn-Mebane Economic Development District-Phase II
Proposal for Engineering Services
Dear Mr. Cannefl:
it is with great pleasure that we provide you with this Proposal for Engineering Services for the
Buckhorn-Mebane Economic Development District-Phase II Water and Sewer Extension Projecrt.
We developed this proposal at your request based on the project scope as presented in the
Request for Proposals.
I. Water System Analysis Phase $19,000
A. Analysis of existing utilities and their current demand
B. Analysis of future service regions and estimated demand
C. Hydraulic analysis of existing water
D. Discussion with NC DOT about I-85 crossing
E. Analysis of environmental concerns and funding opportunities
F. Review analysis phase with Orange County and Mebane
II. Water System Design Phase $44,000
A. Field surveying
B. Development of construction drawings
C. Development of construction specifications
D. Review plans and specifications with County and City
E. Permit Acquisition
III. Sewer System Analysis Phase $40,500
A. Analysis of existing utilities and their current flows
B. Analysis of future service regions and estimated flows
C. Hydraulic analysis of existing Gravelly Hill Pump Station
D. Discussion with DWQ about gravity outfall
E. Analysis of environmental concerns and funding opportunities
F. Review analysis phase with Orange County and Mebane
Southern Pines, NC .Telephone 910-692-5616 .Fax 910-692-7342 email: info@hobbsupchurch.com
Wilmington . Nags Head . Charlotte
5
Mr. David Canneli
September 14, 2010
Page -2-
IV. Sewer System Design Phase $88,500
A. Feld surveying
B. Development of construction drawings
C. Development of construction specifications
D. Review plans and specifications with County and City
E. Permit Acquisition
TOTAL WATER SYSTEM ANALYSIS AND DESIGN: $ 63,000
TOTAL SEWER SYSTEM ANALYSIS AND DESIGN: $129,000
TOTAL PROPOSAL AMOUNT: $192,000
Please Hate this fee proposal does not cover the development of a preliminary engineering
report or an environmental assessment. These may be added to the project scope should they
become necessary based on funding or regulatory requirements. Upon your review and
concurrence with our fee proposal, we will prepare a detailed contract for the work, ar
coordinate with the County to execute any standard agreement you may prefer.
If you have any questions or require any additional information, I am available at your
convenience by phone at (910) 692-5616 or by email at blester@hobbsupchurch.com.
Sincerely,
HOBBS, UPCHURCH & ASSOCIATES, P.A.
Bill Lester, 1r., P. .
~~(~F~T
[Departmental Use Only]
TITLE Effand EDD
FY 2010
NORTH CAROLINA
ORANGE COUNTY
SERVICES AGREEMENT OVER $90,000.00
RFP - NO REIMBURSABLE EXPENSES
This Services Agreement (hereinafter "Agreement"), made and entered into this 4th day of
November, 2010, ("Effective Date") by and between Orange County, North Carolina a body
politic and corporate of the State of North Carolina (hereinafter, the "County") and
Hobbs, Upchurch & Associates, P.A ,(hereinafter, the "Provider").
WITNESSETH:
That the County and Provider, for the consideration herein named, do hereby agree as
follows:
1. Services
a. Scope of Work.
i) This Services Agreement ("Agreement") is for professional services to be
rendered by Provider to County with respect to (insert type of project):
Professional Engineering Service
ii) By executing this Agreement, the Provider represents and agrees that Provider is
qualified to perform and fully capable of performing and providing the services
required or necessary under this Agreement in a fully competent, professional and
timely manner.
iii) Time is of the essence with respect to this Agreement.
iv) The services to be performed under this Agreement consist of Basic Services, as
described and designated in Section 3 hereof. Compensation to the Provider for
Basic Services under this Agreement shall be as set forth herein.
2. Responsibilities of the Provider
a. Services to be provided. The Provider shall provide the County with all services
required in Section 3 to satisfactorily complete the Project within the time limitations set
forth herein and in accordance with the highest professional standards.
b. Standard of Care.
i) The Provider shall exercise reasonable care and diligence in performing services
under this Agreement in accordance with the highest generally accepted standards
of this type of Provider practice throughout the United States and in accordance
with applicable federal, state and local laws and regulations applicable to the
s
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performance of these services. Provider is solely responsible for the professional
quality, accuracy and timely completion and/or submission of all work related to
the Basic Services.
ii) Provider shall be responsible for all errors or omissions, in the performance of the
Agreement. Provider shall correct any and all errors, omissions, discrepancies,
ambiguities, mistakes or conflicts at no additional cost to the County.
iii) The Provider shall not, except as otherwise provided for in this Agreement,
subcontract the performance of any work under this Agreement without prior
written permission of the County. No permission for subcontracting .shall create,
between the County and the subcontractor, any contract or any other relationship.
iv) Provider is an independent contractor of County. Any and all employees of the
Provider engaged by the Provider in the performance of any work or services
required of the Provider under this Agreement, shall be considered employees or
agents of the Provider only and not of the County, and any and all claims that may
or might arise under any workers compensation or other law or contract on behalf
of said employees while so engaged shall be the sole obligation and responsibility
of the Provider.
v) Provider agrees that Provider, its employees, agents and its subcontractors, if any,
shall be required to comply with all federal, state and local antidiscrimination
laws, regulations and policies that relate to the performance of Provider's services
under this Agreement.
vi) If activities related to the performance of this Agreement require specific licenses,
certifications, or related credentials Provider represents that it and/or its
employees, agents and subcontractors engaged in such activities possess such
licenses, certifications, or credentials and that such licenses certifications, or
credentials are current, active, and not in a state of suspension or revocation.
3. Basic Services
a. Basic Services.
i) The Provider shall perform as Basic Services the work and services described
herein and as specified in the County's Request for Proposals (the "RFP") "RFP
Number 5164 for "Buckhorn-Mebane Economic Development District (EDD)
Water and Sewer Extension Project -Phase II" issued June 14, 2010, and the
Provider's proposal, which are fully incorporated and integrated herein by
reference together with Attachments Hobbs Upchurch cost proposal dated
September 14, 2010 (designate all attachments). In the event a term or condition
in any document or attachment conflicts with a term or condition of this
Agreement the term or condition in this Agreement shall control. Should such
conflict arise the priority of documents shall be as follows: This Agreement, the
County's RFP together with attachments, Provider's Proposal together with
attachments.
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ii) The Basic Services will be performed by the Provider in accordance with the
following schedule: (Insert task list and milestone dates)
Task Milestone Date
1. Conduct Initial Meeting with Project Team 12/1/2010
2. Compile Background Information /Preliminary Analysis 12/31/2010
3. Complete Field Survey /Preliminary Utility Layout 1/31/2011
4. 50% Design Review Meeting with Project Team 2/28/2011
5. 90% Design Review Meeting with Project Team 3/31/2011
6. Submit Permits for County Review /Approval 4/30/2011
7. Submit Final Design /for Permitting Agency Approval 5/31/2011
8. Coordinate Funding Opportunities On-going Discussions on going
9. na na
10. na na
iii) Should County reasonably determine that Provider has not met the Milestone
Dates established in Section 3(a)(ii), County shall notify Provider of the failure to
meet the Milestone Date. The County, at its discretion may provide the Provider
seven (7) days to cure the breach. County may withhold the accompanying
payment without penalty until such time as Provider cures the breach. In the
alternative, upon Provider's failure to meet any Milestone Date the County may
modify the Milestone Date schedule. Should Provider or its representatives fail to
cure the breach within seven (7) days, or fail to reasonably agree to such modified
schedule, County may immediately terminate this Agreement in writing, without
penalty or incurring further obligation to Provider. This section shall not be
interpreted to limit the defmition of breach to the failure to meet Milestone Dates.
4. Duration of Services
a. Term. The term of this Agreement shall be from November 4, 2010 to June 1, 2011.
b. Scheduling of Services
i) The Provider shall schedule and perform his activities in a timely manner so as to
meet the Milestone Dates listed in Section 3.
ii) Should the County determine that the Provider is behind schedule, it may require
the Provider to expedite and accelerate his efforts, including providing additional
resources and working overtime, as necessary, to perform his services in
accordance with the approved project schedule at no additional cost to the
County.
iii) The Commencement Date for the Provider's Basic Services shall be November
22, 2010.
5. Compensation
a. Compensation for Basic Services. Compensation for Basic Services shall include all
compensation due the Provider from the County for all services under this Agreement.
The maximum amount payable for Basic Services is one hundred and ninety two
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thousand Dollars ($192,000.00). In the event the amount stated on an invoice is disputed
by the County, the County may withhold payment of all or a portion of the amount stated
on an invoice until the parties resolve the dispute. Payment for Basic Services shall
become due and payable in direct proportion to satisfactory services performed and work
accomplished. Payments will be made as percentages of the whole as Project milestones
as set out in Section 3(a)(ii) are achieved. (For example, if there are 10 Project Tasks
with Milestone Dates then Provider may invoice for the first 10% of the whole upon
County s acknowledgement of the satisfactory completion of Task one. Upon the
County's acknowledgement that the second Task has been satisfactorily completed
Provider may invoice for the next 10% of the whole.)
b. Additional Services. County shall not be responsible for costs related to any services in
addition to the Basic Services performed by Provider unless County requests such
additional services in writing and such additional services are evidenced by a written
amendment to this Agreement.
6. Responsibilities of the County
a. COOperation and Coordination. The County has designated the (Planning Director,
Craig Benedict) to act as the County's representative with respect to the Project and shall
have the authority to render decisions within guidelines established by the County
Manager and/or the County Board of Commissioners and shall be available during
working hours as often as may be reasonably required to render decisions and to furnish
information.
7. Insurance
a. General Requirements. The Provider shall purchase and maintain and shall cause each of
his subcontractors to purchase and maintain, during the period of performance of this
Agreement:
i) Worker's Compensation Insurance for protection from claims under workers' or
workmen's compensation acts;
ii) Comprehensive General Liability Insurance covering claims arising out of or
relating to bodily injury, including bodily injury, sickness, disease or death of any
of the Provider's employees or any other person and to real and personal property
including loss of use resulting thereof;
iii) Comprehensive Automobile Liability Insurance, including hired and non-owned
vehicles, if any, covering personal injury or death, and property damage; and
iv) Professional Liability Insurance, covering personal injury, bodily injury and
property damage and claims arising out of or related to the performance under this
Agreement by the Provider or his agents, Providers and employees.
b. Insurance Rating. The minimum insurance rating for any company insuring the Provider
shall be Best's A. If the Provider does not meet the insurance requirements the County's
Risk Manager must be consulted prior to finalizing this Agreement
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c. Limits of Coverage. Minimum limits of insurance coverage shall be as follows:
INSURANCE DESCRIPTION MINIMUM REQUIRED COVERAGE
• Worker's Compensation Limits for Coverage A -Statutory State of N.C.
Coverage B -Employers Liability
$500,000 each accident and policy limit and disease each
employee
• Commercial General Liability $1,000,000 Each Occurrence; $2,000,000 Aggregate.
• Automobile Liability Combined Single Limit $500,000
• Professional Liability NOTE: Insert coverage limits required by Risk Manager if
applicable.
$1,000,000
d. Additional Insured. All insurance policies (with the exception of Worker's
Compensation and Professional Liability) required under this Agreement shall name the
County as an additional insured party. Evidence of such insurance shall be furnished to
the County, together with evidence that each policy provides ,the County with not less
than thirty (30) days prior written notice of any cancellation, non-renewal or reduction
of coverage.
8. Indemnity
a. Indemnity. The Provider agrees to defend, indemnify and hold harmless the County
from all loss, liability, claims or expense, including attorney's fees, arising out of or
related to the Project and arising from bodily injury including death or property damage
to any person or persons caused in whole or in part by the negligence or misconduct of
the Provider except to the extent same are caused by the negligence or willful
misconduct of the County. It is the intent of this provision to require the Provider to
indemnify the County to the fullest extent permitted under North Carolina law.
9. Amendments to the Agreement
a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional
compensation or a change in duration of this Agreement shall be made by a written
Amendment to this Agreement executed by the County and the Provider. The Provider
shall proceed to perform the Services required by the Amendment only after receiving a
fully executed Amendment from the County.
10. Termination
a. Termination for Convenience of the County. This Agreement may be terminated without
cause by the County and for its convenience upon seven (7) days prior written notice to
the Provider.
b. Other Termination. The Provider may terminate this Agreement based upon the County's
material breach of this Agreement; provided, the County has not taken all reasonable
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actions to remedy the breach. The Provider shall give the County seven (7) days' prior
written notice of its intent to terminate this Agreement for cause.
c. Compensation After Termination.
i) In the event of termination, the Provider shall be paid that portion of the fees and
expenses that it has earned to the date of termination, less any costs or expenses
incurred or anticipated to be incurred by the County due to errors or omissions of
the Provider.
ii) Should this Agreement be terminated, the Provider shall deliver to the County
within seven (7) days, at no additional cost, all deliverables including any
electronic data or files relating to the Project.
d. Waiver. The payment of any sums by the County under this Agreement or the failure of
the County to require compliance by the Provider with any provisions of this Agreement
or the waiver by the County of any breach of this Agreement shall not constitute a
waiver of any claim for damages by the County for any breach of this Agreement or a
waiver of any other required compliance with this Agreement.
11. Additional Provisions
a. Limitation and Assi ent. The County and the Provider each bind themselves, their
successors, assigns and legal representatives to the terms of this Agreement. Neither the
County nor the Provider shall assign or transfer its interest in this Agreement without the
written consent of the other.
b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights
of respective parties hereunder shall be governed by the laws of the State of North
Carolina.
c. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages
with respect to any provision of, or the performance or non-performance of, this
Agreement shall be brought in the General Court of Justice of North Carolina sitting in
Orange County, North Carolina. It is agreed by the parties that no other court shall have
jurisdiction or venue with respect to such suits or actions. The Parties may agree to
nonbinding mediation of any dispute prior to the bringing of such suit or action.
d. Entire Agreement. This Agreement, together with the RFP and its attachments and the
Proposal and its attachments, represents the entire and integrated agreement between the
County and the Provider and supersedes all prior negotiations, representations or
agreements, either written or oral. This Agreement may be amended only by written
instrument signed by both parties. Modifications may be evidenced by facsimile
signatures.
e. Severability. If any provision of this Agreement is held as a matter of law to be
unenforceable, the remainder of this Agreement shall be valid and binding upon the
Parties.
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f. Ownership of Work Product. Should Provider's performance of this Agreement generate
documents, items or things that are specific to this Project such documents, items or
things shall become the property of the County and may be used on any other project
without additional compensation to the Provider. The use of the documents, items or
things by the County or by any person or entity for any purpose other than the Project as
set forth in this Agreement shall be at the full risk of the County.
g. Non-Appropriation. Provider acknowledges that County is a governmental entity, and
the validity of this Agreement is based upon the availability of public funding under the
authority of its statutory mandate.
In the event that public funds are unavailable and not appropriated for the performance of
County's obligations under this Agreement, then this Agreement shall automatically
expire without penalty to County immediately upon written notice to Provider of the
unavailability and non-appropriation of public funds. It is expressly agreed that County
shall not activate this non-appropriation provision for its convenience or to circumvent
the requirements of this Agreement, but only as an emergency fiscal measure during a
substantial fiscal crisis.
In the event of a change in the County's statutory authority, mandate and/or mandated
functions, by state and/or federal legislative or regulatory action, which adversely affects
County's authority to continue its obligations under this Agreement, then this Agreement
shall automatically terminate without penalty to County upon written notice to Provider
of such limitation or change in County's legal authority.
h. Notices. Any notice required by this Agreement shall be in writing and delivered by
certified or registered mail, return receipt requested to the following:
Orange County
Attention: David Cannell
P.O. Box 8181
Hillsborough, NC 27278
Provider's Name & Address
Hobbs Upchurch Assoc. PA
PO Box 1737
Southern Pines, NC 28388
IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have
hereunder set their hands and seal, all as of the day and year first above written.
ORANGE COUNTY:
By:
Valerie P. Foushee, Chair
Orange County Board of Commissioners
Attest:
Donna Baker, Clerk to the Board
[SEAL]
Revised July 2010 7
PROVIDER:
By:
Printed Name and Title
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This instrument has been approved as to technical content.
Asset Management & Purchasing Services, Department Director
This instrument has been pre-audited in the manner required by the Local Government Budget
and Fiscal Control Act.
Office of the Finance Director
This instrument has been approved as to form and legal sufficiency.
Office of the County Attorney
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