HomeMy WebLinkAboutAgenda - 02-03-1997 - 9c 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No. 9-0,
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 3, 1997
SUBJECT: Efland Cheeks Community School Park
DEPARTMENT: Manager's Office PUBLIC HEARING: (Y/N) ` > ?_
BUDGET AMENDMENT: (Y/N) '
ATTACHMENT(S): INFORMATION CONTACT:
Draft Agreement Albert T. Kittrell, Assistant County Manager
Pam Jones, Purchasing Director
TELEPHONE NUMBERS: -- ext. 2300
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 227-2031
PURPOSE: To receive an update on the Efland-Cheeks Community School Park Planning
Process and consider approving a park planning firm to design the park.
BACKGROUND: On June 3, 1996 the Board adopted a resolution establishing the Efland Cheeks
Community School Park Task Force and authorizing this group to develop a comprehensive plan for
design of the park. The task force composed of representatives from the County School Board,
Efland-Cheeks School PTO,Efland-Cheeks School Staff,United Voices of Efland-Cheeks, County
Recreation and Parks Advisory Board and County Staff have met monthly since July. The task
force has conducted surveys and public meetings,toured other community-school parks. On
December 16, 1996 the task force presented an update to the County Board of Education.
In November the County solicited requests for proposal for park design services. On December 12,
1996 a subcommittee of the Task Force and County staff interviewed five firms of the eight
responding firms and have recommend Woolpert for design services. As you may recall, Woolpert
has done work for the County previously through it's Master Park Plan.
A draft agreement for services associated with the park master plan is attached for the Board's
consideration. Highlights of the proposed agreement include the following:
Master Plan: Cost: $22,055.
=> The outcome of the master plan for the park will provide an overall assessment of the-site
and will identify all amenities which should become part of the ultimate build out of the
park.
=> The master plan will identify phases for development of the built out park.
=> The master plan will cite estimated costs for each amenity as well as site development..
Further, the master plan will provide an executive summary report documenting the process
and outcomes of the master plan process.
A detailed breakdown of the master planning activities is included in the attached draft
agreement under Section I entitled"Task I".
When funding and a budget for the park construction is established, a second agreement will be
negotiated with Woolpert and presented for the Board's consideration for the construction
document production, bidding and construction administration of this project.
Timetable:
The master plan of the Efland Cheeks School Park is scheduled for completion approximately
four months after the issuance of the Notice to Proceed.
Funding:
=> Funding for the master planning phase is available in the current Capital Improvements Plan
(CIP). Additional funding for design fees(Phase I Construction Document Production listed
above)and construction would be requested at the appropriate time through future CIPs.
RECOMMENDATION(S): To approve the agreement, contingent upon Attorney and Staff
review,and authorize the Chair to sign on behalf of the Board.
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AGREEMENT FOR CONSULTING SERVICES
FOR THE MASTER PLANNING
OF
EFLANIG M-COMMUNITY SCHOOL PARK
BETWEEN 11Z COUNTY OF ORANGE,N(Wi lri CAROLINA
AND
WOOLMT LLP
This AGREWdENT is made and eaterW into d%is-day of , 1997, by and
between the County of Orsafe,Nocib Carolina,hereinafter caned"County"avid Woolpert LLF(f.k.a.
WWpert Consnlants), heminsAar refwred to as`Comulw f'for do following project(s),
• SITE ANALYSIS AND MASTBR MANNING FOR A M[X1t1I i1SE PARK COMPLEX
KNOWN AS COMMUNITY SCHOOL PARK
W1TNE.SSE1'H:
WHEREAS,the County desires to eapp the Consultant to furnisb planng,landscape ardnacturai,
archlac'tural and onoineerips wrvtcrrs fhr tM l mjec:t tasks as identified in this scope of work.This conaw
includes the pardon of the project which includes the masher plan desiSn and analysis work. The
Consultant may be con eWrM at a latar date to prepare construction documents. &a*In bidding, and
perform comft x*n administration mvicm
WHEREAS,the Consultant has exhiNted evidence of experience, ability, c ompeft=,and reputation to
Pm form Such servicas.
WHEREAS.the County has authorized to eater into to aSreemaat for performance of each services.
Now.THEREFORE. the County and the Consultant for consideration hereinafter stipulated,mutually
agree that the Consultant sitall perform and carry out in a satisfactory manner all die necessary serviims
provided under the contract,as determined by the County .
L BASIC_SFRIC_
Task I-She Analysis
1.1 A stun-up mating will be held with the County to ou dise On proem which will bs followed
thra*the site analysis Sad maaw plan process. This mating ww estabink the foliowing:
1.1.1 'Definitions of do County 's mission st eartae for the project.
1.1.2 Detetimhnati t of a fl=d program of uses to be utilised in the development of rite o%vrall
Owft approadt.This includes da extern of the passive use areas,corridors Roan the
ESementery ScboN to the park,parking,athletic field development and emir=n=utatl
insrtruedoeai areas.
1.1.3 F.sublishment of key mlleatom meeting dams,
1.1.4 Determirsdon of the Joey speodal interest groups that will have input into the analysis
proem as well as the public:input pn)om to be used.
1.1.1 Ammbly of pertinent Ate inaappb*and sttc udlitics ay"", eo be provided by ibe
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County. (Bim Mapping to be provided by the County)
1.2 7114 iuveabory and analysis portion of the project will occur met. This phase of the work will
require that field information be gatbtred from the site. The information will include data from the
following areas:
1.2.1 Traffic information about existing and proposed roadway irnprovemelft within pod
adjacent to the site will be reviewed.This will include major and minor aces
routes to the site and the deiermicsttion of any problem areas for pedestrian and veWoular
access.
1.2.2 Any easement information will be determined under this study phase as well as the impact
Ow easetnents will have an the propnwA site.
1.2.3 The identification of bikeways and ptMnW greemvay corridors that may be pertinent to
the project will be identified.
1.2.4 The existing utilities including water, sanitary sewer and electric service will be
inventoried.
1.2.5 The existing soils for the site will be evaluated through the use of County Soils Maps.
1.2.6 The lowland area adjacent to std within the site will be evaluated along with other
potential areas of suspected weduft.
1.2.7 The dopes will be reviewed and analyzed to determine the brat development of Itte site.
This will include the review of the slopes in f+ar dif Brent categories including 0.6%,5-
10%, 10% or grater slopes.
1.2.8 The site and adjacent areas will also be inventoried in both slides and photos t refie.retuoe
during meetings. A video record of the existing din conditions will also be obtained during
the field gadtering operation.
1.3 Based upon the ioormation obtained in efts fi sid,two composite Analysis maps will be propluaxl
indicating the information found in the field. These maps will be as fellows:
• Cultural Elements: Circulation, Utilities,LOW Use,Easements, Etc..
• Natural Elements: Soils,Slopes,Dminap,Vegetation, Etc..
1.4 An Exec ove Summary Report will be Initiated documaadng ekes key Cu aliuga from the site
analysis.
Teak II NW"Plmt
1.5 A V"-.input session wW be held to obtain inibmadoo that the public Peals is pertinent to the
—V M drrdopment. This h9dal public WpA moduu will be a Saturday session at Etlaad-Chccb
Mummy Scholl or the Community Center.This meeting will be a working session when the
public cult Nave to opportudly to iulara:i with 1114 Coasull MA and participate is the aafual design
of tits park.This will be done in a team f tzWon wilt k q Consultant memben working in small
groups with the public. Tim public wM review the I= fbdiagp from&a sibs analysis. The final
product will be a series of design ideas that will be taken to the County for review, commwt and
AWIuval.
1.6 A review meeting witb to County will rhos be bald so review the project process to date. The situ
analysis and design ideas Piero the public session wW be presetaed along with further findings of
the Co=Wbnt.
S
1.7 Once the inventory recording and analysis n+ape are complew, then the site will Fw.reviewed lured
upon the program identified in to initial start-up meeting and the input received from the putdie.
Two lend use owdles for the sits will be prepared indicating potential trials, environmental
,Dune dottai areas, picnic areas,athletic use areas, roadway corridors, support facilities,parldng,
playt{ound plaasotents,utility corridors and pedestrian aecxeae rctn0es.
1.8 Upon the completion of the land mr.attunes,Wcxgpert will once again meet with the County to
review the progress of the project to date. Ile land use skidies will be reviewed and a final
concept will be deterrminad alW wilt a fixed program.
1.9 A second public.input."st*m will be held to review the land use studies and obtain further
information from due public. This will be an evening meeting held at a convenient public location.
1.10 Based upon file input received from the County and the public,a final master plan will be
prepared for the (land-Cheeks School Park Site. This document will be a detailed map indicating
all the Mal approved Improvemems for the site.
1.11 A phasing plan will be prepared to outline the sequence of park development and identify these
facilities to be included in the Phase I construction.
1.12 An estimate of probable eonstmedon costs will be elwred to identify the total cost of the project
in 1997 dollars.This esdmas will also be prapwred to identify any phasing of tlse project as agreed
upon by the County through the planning process.
1.13 The Exeeudve Summary Report will be completed summarizing site analysis, master planning,
public involvement, phasing std coat estunaaes.
1.14 A final review of the project will be done with the County .The final master plan and PBCtx.-unive
Summary Report will be reviewed.
1.15 A final presentation will be given before the County COMMWM and to the School Board to
inform them of the final master plan. These will be separate mtxtingtt.
1.16 'Twenty Copies of to Zxeeudve Summary RCpurt, alung with one color ronderinj of the aoam r
plan,will be provided to tie County.
2.1 The following sm "CM are Wt included In aervic es as uutilued iu Section I.Tbey shall be prDvidod
if authorized or confirmed In writing by tit:County , and they shall be paid for by the County as
provided in to AS=mem and/or as surcmi Ummu dw County sad tie Conenitant.
2.1.1 Providing services na Wdny, fiunu aigniflumt changes in die etncnt of to project as defloed
in this Agreement and the start-up meeting.
2.1.2 Providagg services to inveadgaw eusting conditions or faeilldes,or to make measured
dmwtnge d wwt, at to verify the accuracy of drawiaas or odic 14czantson fiiraisW by
tba County.
2.1.3 Providing serviees to comteeaon with alternative design for oast est9tttating purposes.
2.1.4 Mating revision in drawings or other documents when such revidons are itto0tt"ent
With wrium appeovals or instructions previously given.
2.1.5 providing sarviose made awry by tine failure of performnres of the CAundy.
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2.1.6 Providing services after Approval by the County of the+final mmcur plan, and after final
Presentations.
2.1.7 Providing additional rendered drawings or models of the park project.
2-1.8 Providing any additional printing or reproduction of drawings and report not already
stipulated in Section I. This will be handled as additional reimbursable cost.
2.1.9 Providing any other w.rvicea rnt otherwise included in this Agreement or not customarily
furnisbed in accordance with generally accepted arebiteewral/engineering/landscape
architectnralhw surveying practices.
2.1.10 Providing any mapping or property survey, infermatlon.
3.1 The Ccrosttlao shall perform the services as outlined in this agreement as expeditiously as is
oonsisw with professioatl skill and care and the orderly progress of the project. Reasonable,
extatolons of time for uoforesean or unavoidable delays may be made by mutual consent of the
parties involved. In the event of excessive delays of the.Consultatt's work,at no fault of his own,
which may result into Increased cost to the Consultant,the Consuhant's tree may be re-negotiated.
IU to-negotiated be would be determined by mutual agreemem between the County and des
Cosa duns. For the purpose of this Agreement, the following schedule is projected, beginning with
the d w that the Coaultant receives written notice to proceed from tote County.
3.2 Project Sehedub
• Noft to Proceed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Pettauy 1997
• Start-up Meeting with Cotuty . . . . . . . . . . . . . . . . . . . . . . . . . . February 10, 1997
• Field inventory and 3115 Analysis . . . . . . . . . . . . . . . . . . . . . . Nbruary 1044, 1997
• Analysis of Inventory ban . . . . . . . . . . . . . . . . . . . . . . . . . . FeWmary 17-21, 1997
• Preparation of Analysis Dmwingu . . . . . . . . Februery 19-March 7, 1997
• County Review of Analysis Druwlalpe . . . . . . . . . . . . . . . . . . . . . . March 19, 1997
• Public Input Sm*=NwWw One . . . . . . . . . . . . . . . . . . . . . . . . . March 19, 1997
• Laval Um C u mpts Preparation . . . . . . . . . . . . . . . . . . . . Match 20-April 15, 1947
PnQuWtasy Cast ridamos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . March 28, 1947
County Review,Land Use Concepin . . . . . . . . . . . . . . . . . . . . . . . . April 16, 1997
• Public Input Session Numbour Two . . . . . . . . . . . . . . . . . . . . . . . . . . April IA, 1997
• r°unl Masser Plan,)Phasing Plan, Corr Eadmates and Report . . . April 17-May 20, 1997
• County RwA*w of Final Deliversbks - - - - - - - - - - - - - - . . - . - - . . May 21. 1997
• Presentation To County Commission . . . . . . . . . . . . . . . . . . . . . . . . . May 21, 1997
Prwentadon To School Rnard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . May 21, 1997
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N. COB=qATION
4.1 Tie CuMuliam will be paid a lump$am fee of$22,055.00 including all labor and rrimhurahles
for perfntming I. Manic Services. A fee of$650.00 will be charged for any additional meetings
roquoftd by in County above the aootipt as pre nttd herein. All adciitlnral;services will be
negotiated between the County and the Consultant
Y, INYOWING PRM1111119M
5.1 The Consultant shall submit invoices to the County for services accomplished during each calendar
month. Tht amount of each monthly invoim shall he determined on the"percentage of completion
tnethad"whereby die Consultant will estimate the percentage of the total service(provided can a
Lump Sum basis)accomplished chcring the invnlcing period. Such invoices shall be submitted by
the Conaft m as soar as possible a#ter the end of the month in which the services were
accomplished and shall he due sad payable by de County upon receipt.
S.2 The Ccumty agrees that payment will be mode for said Services within thirty(30)dar from the:dais
of the invaiac.If an invoice remains unpaid sixty(60)days after the date of the invoice,the
t'.r,ctaullent may.upon giving seven(7)days written notice of its intent to do so,suspwd all Services
on the County's projecL This suspension shall remain in eabet until all unpaid invoices are paid in
AA
VT-PROJRMI IrERMAIM
6.1 La the event rho PMect described in this affenwitt or the Services of the Consultant called for trader
this AgmcmcrA,istate swpend4 cana"hwminatal,or abandoned by the County,the Caowltam
shall be xiv=seven(7)days prior written notice of such action and shall be enmpensatod for the
Services pmvkbd up to the date of tuspoauxt,tammation,cancellation,of ate including
mimbunablo acpensw in with the provisions of this Agceemeat.
IN WITNESS WHEREOF,this A which is subject to the terms and eonclititm of Sections I-VI is
act on the later date written b�ttw.
COUNTY OF ORANGE,NORTH CAROLINA WOOLPERT LLP
SIGNED: SIGNED:
TYPED NAME: TYPED NAME: Gary L. Stewart,ASLA
TITLE: TITLE:Partner
DA'Z'E: DATE:February 1. 1997
NNA