HomeMy WebLinkAbout2012-397 AMS-Clarion Associates LLC Amendment to Agreement Southern Human Services $141,300 70/a`- 3 Q
STATE OF NORTH CAROLINA AMENDMENT TO AGREEMENT FOR
ORANGE COUNTY PROFESSIONAL SERVICES
Addendum to that certain Agreement effective the 15th day of May,2012 by and between
the County of Orange,(herein referred to as"County')and Clarion Associates,LLC,a Colorado
Limited Liability Company d/b/a Clarion Associates-Chapel Hill,NC, 101 Market Street, Suite
D,Chapel Hill,NC 27516, Inc.,(hereafter,the"Provider").
In consideration of the mutual promises and conditions set forth herein, the County and
Provider agree to amend the Agreement as follows:
WHEREAS, the County wishes to contract with the Provider for professional services including
Master Planning and Potential Special Use Permit modification involving the Southern Human
Services Campus; and
WHEREAS,the Provider wishes to provide the services provided in Attachment A;
NOW THEREFORE,In consideration of the mutual promises and conditions set forth herein,the
County and Provider agree to amend the Agreement as follows:
Effective Date:
Section 4 of the Agreement is amended as follows:
This contract shall be in effect from May 15,2012 to December 31,2013.
Compensation:
Section 5 of the Agreement is amended as follows:
a) Compensation for Basic Services in section 5.a. increases from a maximum amount
payable of Ninety Six Thousand Dollars($96,000)to a maximum amount payable of One
Hundred Thirty Three Thousand Five Hundred Dollars ($133,500), a not-to-exceed
increase of Thirty Seven Thousand Five Hundred Dollars($37,500);
b) Reimbursable expenses decreases from a maximum amount payable of Fourteen
Thousand Dollars ($14,000) to Seventy Eight Hundred Dollars ($7,$00), a not-to-exceed
decrease of Sixty Two Hundred Dollars ($6,200). This $6,200 amount is to be available
for Compensation for Basic Services in lieu of Reimbursable Expenses.
Full Force and Effect
Except as amended by this Amendment,the Agreement shall remain in full force and effect.
[SIGNATURES ON THE FOLLOWING PAGE]
t
IN TESTIMONY WHEREOF,the parties have h p sir hands and seals the day and
year first a °°tires
ORANGE COUNTY: A
By: � r u
Bernadette Pelissier,Chair 4r, Ierk to the Board of
h cat
PROVIDW s,LLC WITLESS:
By: ,,......, y:
Printed Na e Title i e 4 Printed Name and Title
This instrument has been pre-audited in the manner required by the Local Government Budget
and Fiscal Control Act. �r
Finance Director
Approved as to technical content.
Je 44116 psdh,for Department ec r
Approved as to fa and legal sufficiency.
ce of the County Attorney
2
i
C L A R I O N
Clarion Associates
101 Market Street,Suite D
Chapel Hill,NC 27516
919.967.9188 phone
919.967.9077 fax
Memorandum
To Jeff Thompson,Orange County Asset Management Services
From: Roger Waldon,Clarion Associates
Data September 12,2012
Ra: Request for Adjusting Scope,Budget,and Contract for Southern Human Services Project
The purpose of this memorandum is to provide information on the status of work on this project,and
to request consideration of adjustments to the project's scope,budget,and contract. Specifically,we
ask for consideration of two adustments: (1)A contract amendmerrt to shift the balance between
reimbursable expenses and professional staff time expenses (without changing the overall budget
total); and(2)Consideratlon for Phase 2 of either an increase In the project's overall budget,or a shift
in meeting responsb ities between consultant and County staff,or both.
e
We also include here information about Chapel Hill's fee schedule for development applications.
Background
We are approaching the end of Phase 1 of our inbative_to prepare a Master Plan for, and seek
development approvals from the Town of Chapel Hill for Orange County's Souther Orange Campus
on Homestead Road. Work on the project has gone well,and response has been favorable from the
community and from the Orange County Board of County Commissioners. There has been a close ;
and collaborative working relationship between County staff and the Consultant team,and we are
pleased with progress to date. We are on-track to hit the deadline of obtaining approval of a Master
Plan by the Orange County Board of County Commissioners on October 16, which will complete
Phase 1. We will then be in a position to proceed with work on Phase 2, seeking approval of a
Special Use Permit Modification for the site from the Town of Chapel Hill.
As we have progressed with work to date,however,we have encountered some un-anticipated need
for meetings related to the project, and have learned additional Information about Chapel Hill's
processes and requirements for obtaining a modification of the existing Special Use Permits for site.
We wIll describe those below, and follow with a suggested set of contract adjustments for
consideration.
1
i
I
Stops in the Process-Special Use Pernr"oditicatlon Application Review.
• Required pre-submittal meeting with Planning Staff to review completed application.
• Required Department Head Review meeting(DHR)to discuss application.
• Required Public Information Meeting(PIK.
• Optional meeting with Planning Staff to discuss DHR and PIM comments.
• Following revisions to application,optional meeting with Planning Staff to discuss the staff's
preparation of a memorandum and recommended stipulations for approval.
• Required meeting with Planning Hoard. Planning Board required to make recommendation to the
Town Council at a Public Hearing. May require a second meeting if Planning Board does not
make recommendation at first meeting(although it usually does).
• Required meeting to present to Transportation Board.
• Required meeting to present to Bicycle and Pedestrian Advisory Board.
• Required meeting to present to Community Design Commission.
• Required meeting to present to Parks and Recreation Commission. l
• Required meeting to present to Town Council at Public Hearing.
• Required meeting of Town Council,post-hearing,for Council to consider action. Torun Council I
riot required to act:can ask for more information and subsequent retum,
Summary-Number of Mostfte to Attend and Present Materials:
For Concept Plan Process: 5 meetings at Town Hall(3 required)
For Special Use Permit Process: 12 meedngs at Town Hal(10 required)
Total: 17 meetings(13 required)
Following are budget implicadons of these facts:
• Budget for taking applications through the process(assuming 6-7 meetings): $28,000.
• Anticipated budget for full 17-meeting process,with full consultant presence: $65,500.
• Additional Cost of full consultant presence at all 17 meetings: $37,500.
i
Menu of Options for consideration:
• Adjust Scope and Budget for project for Phase 2,and Increase project budget by$37,500.
• Or,alternatively,decide that there will be up to 10 meetings covered by County staff,without
consultant participation.
• Or,adjust our approach for allocation of consultant resources to some or all of these meetings
(fewer consultant attendees).
• Or,a combination of these options.
From the list of meetings, above, if attendance were to be limited to County staff (no consultant
presence),we would suggest that the meetings most suitable for this approach would be, In order:
the Public Information Meeting, meetings with Town Advisory Boards, and meetings with Staff to
review procedural logistics.
3
i
I rl
oy� i�x,pq�
WORK
Type of Application/Pcxrnit
re'�' u"I � '.'et. '°�'*m. �' '. k f i .41
RerrleAN�iimini ' s "' ,: �`
fiU�BJ Plan .l9of 7�gnl 1,t try', } 1 a p-oval tile. t '
'�
Y
Q 4 ALP' '1� qgy.
..0. e•s � �` t$ f� '`� }�y�,r �"�'.:3, n i4 T'�� 'l t t'. }r' i� a�5 �` V(�. '.
-:��: t %"�k°�-�"` � r�� ��V'�- � x �R � Y t "¢i�t y: .4 �4 �P 16 I�� •,.k �'�'ArgG�..
V-
46
V� .7h✓
}
.�
` Je m
�e
IMP 1 .I ;
F 9V.n jj �F� d -i:ri ¢� ti` y 9. 't a •t r 'E{'1'a: (�y�' ' .. ,�..t�` �: r aY.� w" .
L �H. y�
it r
F1-rpl'^ ,y: .j l � -•3' [�� �tt "1' �� kS... � ! ➢ A,[
�? w=. Pl -F Fyg tM i dd 59g��v rY T St
�r•S.
ti •:.: w �_: �r'-r,„K,., �-�` k �� �r � �Fl e� '� ,!?EI p 9�'e�a'
3 FF i 1*{ yT j 5
�'
r,
ri am .
tlR� ; tC1Ki' A m {
-A A iI l i i i yr r
1 ,
#41anr o t/B�yt3v 7'x�� dm,i
y.
h
.r �a i '�i f * r. - �:
1811 FIt rr5 r..
r
e �
)Odlvi�ajn41� �k2t1111$1�f1 P ; ,
UDlfledl1 1;1 a �n Qt`is�0i1 1ps Q
T�1diYldil�►1'S t
-- e
8ita Plan Re146w'
Cite Plan Review and'.m
X2,994+.'�30{10b sr ifi* =
extension;,Renewal Minor Charrge
;Jdort4tsift And PIn�Enqll$tjeEghborfiood Conser*tlon DI$telcts only
Gombtned Safe,l r�R&,Xev� and MCP�lpplicatlon
Site Pfbn fdr p`a'rked 4 wheeled $2 4
motor,vehF es Rf'r*ipng lot i$1113