HomeMy WebLinkAboutAgenda - 01-23-2014 - 7a1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: January 23, 2014
Action Agenda
Item No. 7 -a
SUBJECT: Southern Branch Library Siting Criteria Update, Professional Services
Agreement Award with Freelon Group Architects for Primary Phase Public
Input Facilitation and Branch Programming
DEPARTMENT: Library, Asset Management PUBLIC HEARING: (Y /N) No
Services (AMS), Planning
ATTACHMENT(S):
1) BOCC Approved Southern Library
Siting Criteria
2) Professional Services Agreement
PURPOSE: To:
1) Receive and provide feedback
siting criteria process;
INFORMATION CONTACT:
Lucinda Munger, 919 - 245 -2528
Jeff Thompson, 919 - 245 -2628
Michael Harvey, 919 - 245 -2658
regarding an update on the Southern Library
2) Consider awarding a professional services agreement to Freelon Group
Architects of Durham, NC in an amount not -to- exceed $29,500 for the facilitation
of the 120 Brewer Lane Site Primary Phase Public Input facilitation and southern
branch programming; and
3) Authorize the Manager to execute the necessary paperwork upon final approval
of the County Attorney.
BACKGROUND: On September 18, 2012, the Orange County Board of Commissioners
(BOCC), in conjunction with the Carrboro Board of Aldermen, approved a set of guiding
principles and a comprehensive site selection criterion (Attachment 1) for locating the new
Southern Branch of the Orange County Library (hereafter "the Branch "). Since that time the
Town has submitted several properties for review by County staff consistent with the approved
Branch siting process.
On November 5, 2013 the BOCC authorized staff to continue with a more granular level of
Preliminary Phase I analysis regarding the 120 Brewer Lane site. This site is integral to the 300
Main development in Carrboro ( "Brewer Lane Site "), and analysis will continue on the Brewer
Lane Site until formal final reports are complete and synthesized. To date, this process has not
offered any major obstacles to hinder completion in a timely manner. In fulfillment of the
Board's commitment to an open and transparent process, the Board authorized staff to begin
the Primary Phase Public Input ( "Primary Phase ") for the Brewer Lane Site.
In preparation for the Primary Phase work, staff issued a Request for Qualification ( "RFQ ") for a
professional services firm to facilitate the Primary Phase process as well as the Branch
programming process that is consistent with the Board approved Library Strategic Plan.
Nine firms submitted written proposals for evaluation, and five firms were selected to interview
with a staff panel consisting of Lucinda Munger (Orange County Public Library), Jeff Thompson
(AMS), and Andrea Tullos (Orange County Public Library). David Cannell of Finance and
Administrative Services managed the RFQ process.
The firms were evaluated based upon the quality of the collective presentation, specifically their
responses in the areas of relevant experience with public engagement facilitation and
programming of library facilities.
Firms submitting RFQ proposals were:
Boomerang Architecture, Raleigh, NC
*Corley Redfoot Architects, Chapel Hill, NC
*Dan Huffman Architecture, Raleigh, NC
*Freelon Group Architects, Durham, NC
Godfrey and Associates, Dallas, TX
*HH Architecture, Raleigh, NC
HBA Architecture, Cleveland, OH
*MRA Architect/Inclusion Studio, Raleigh, NC
Vines Architecture, Raleigh, NC
*Firms invited to interview
Staff concluded the interview process on January 3, 2014, and is unanimously recommending
Freelon Group Architects of Durham, NC as the Primary Phase and Branch programming
consultant. The RFQ response from the Freelon Group Architects is located as part of
Attachment 2, "Professional Services Agreement ". Representatives from Freelon Group
Architects will be available to answer questions from the Board.
As noted in the Scope of Services, approval moves the County forward in fulfilling its
commitment to a public process with plans for three public meetings to receive input on potential
sites as well as library programming regardless of the location ultimately chosen.
Should the Board approve the facilitation agreement, the general schedule will be as follows:
TASK
PROPOSED
END BY
BEGINNING
DATE
DATE
Board of County Commission Action: Professional Services
1/23/14
1/23/14
Agreement Award to Freelon Group Architects
Primary Phase Public Input and Assessment Process;
1/24/14
May 2014
continuation of site due diligence
Board of County Commission Action: Workgroup and
June 2014
June 2014
Consultant report to the BOCC for feedback (to include public
input summary and programming parameters to assist in
potential future design of Southern Library)
K
FINANCIAL IMPACT: The cost of the professional services related to the Primary Phase public
input process is not to exceed $15,000. The cost for the Branch programming exercise is not to
exceed $10,000. The balance of the cost relates to Preliminary Phase 1 due diligence and site
review assistance on the Brewer Lane Site (not to exceed $1,000) and the final report (not to
exceed $3,500) that will address both the Primary Phase public input process and the Branch
programming.
Both the Primary Phase process and the Branch programming will benefit the County and its
work regarding the contemplated Southern Branch Library whether or not the Brewer Lane Site
is ultimately selected for development.
Staff estimates reimbursable expenses (printing, travel, etc.) for Freelon Group Architects to not
exceed $1,500.
To date, the total Preliminary Phase 1 due diligence costs encumbered for the Southern Library
Site Selection Process is $5,000. This cost includes title assessment, existing site due diligence
information review provided by the site developer, and in -force land use permits analysis. There
are sufficient funds available within the Board approved Capital Project for engaging the
professional services for the Primary Phase public input process and Branch programming
exercises.
RECOMMENDATION(S): The Manager recommends that the Board:
1) Receive an update regarding the Southern Library siting criteria process;
2) Award a professional services agreement to Freelon Group Architects of Durham, NC in
an amount not -to- exceed $29,500 for the facilitation of the 120 Brewer Lane Site Primary
Phase Pubic Input facilitation and southern branch programming; and
3) Authorize the Manager to execute the necessary paperwork upon final approval of the
County Attorney.
0
ATTACHMENT 1
ORANGE COUNTY SOUTHERN BRANCH LIBRARY LOCATIONAL CRITERIA
Guiding Principles
When selecting a site for a new or expanded library, the Library system takes into I
account three fundamental factors:
• The Library System recognizes that as a regional service provider, the
location of libraries must provide for optimal service to the most number of
residents within the entire System service area. This takes precedence i
over political boundaries or undeveloped neighborhoods.
• The Board is committed to providing an equitable level of service
throughout the entire County.
• The placement of a library in a manner that maximizes its use will be more
valuable over the long term than the original investment made in land or
building. Typically, the original cost of a new building is exceeded in just
three years by its cumulative operating costs.
i
* *As amended by the BOCCat its June 14, 2012- worksession
PRELuvE NARY PHASE— TECHNICAL SITE REVIEW AND ASSESSMENT
Visibility:
• Visible from the street
• Classification of street where property will be accessed from (i.e. private, local,
arterial, collector, major thoroughfare, etc.).
• Visual appeal
Site Capacity:
• Able to provide comprehensive library services to all the residents of southern
Orange County.
• Meets minimum acreage (urban services vs. rural services)
• Space for building and on -site parking
• Adequate utilities and availability
Space for future expansion (building to allow for additional library services, parking,
etc.) to serve all the residents of southern Orange County.
• Space to accommodate the necessary setbacks, road expansions and other site
amenities.
Access:
• Accessibili for pedestrians
• Accessibility for vehicles
• Accessibility for public transportation
•
Design capacity and existing traffic load of roadway proposed to access site,
Alignment with Planning Tools (Comprehensive Plan):
Alignment with planning tools applicable for the subject property (County Comprehensive
Plan, adopted Small Area Plans, Strate.gic Plans, etc.)
Lease versus Purchase:
• Analysis of the long term viability of the site
• Availability of property for lease
Centrality of Location:
• Existing and potential future population in a given area
• Growth and development opportunities /constraints in a given area (i.e. what is future
development, as embodied in applicable plans, going to look like and how will it
impact the proposed library)
• Proximity to schools
• Proximity to retail
• Proximity to other libraries
Site Conditions, Allowances, and Constraints:-
• The cost - benefit conclusions of physical, legal, and land -use allowances /constraints
• Technical and environmental assessments (planning /zoning, jurisdictional processes,
etc.)
• Environmentally sustainable (C &A, storm water mgt, buffers, energy "net zero"
capacity)
• Operationally sustainable
• Defeats obsolescence
Cost and Availability:
• Cost for site acquisition
• Availability of property for lease
• Analysis of long term viability of site
• Timeframe for development of the site
• Terms for site control necessary for development process
6
ORANGE COUNTY SOUTHERN BRANCH LIBRARY LOCATIONAL CRITERIA:
** As amended by the BOCC at its June 14, 2012 work session
PRIMARY PHASE — PUBLIC INPUT AND ASSESSMENT
Community Preference
• Input from elected officials
• Input from a board cross - section of the area to be served
• Orange County & Carrboro Friends of the Library
Partnerships
• Co- location with other private or public entity
• Mutually beneficial joint development
• Enhances service possibilities
7
IAP DENOTING
OUTHWESTERN ORANGE COUNTY
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NORTH
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Town of Carrboro
Data 6"1% this map is obtained from Orange County
GIS and Is for reference only.
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ExaG bcations and boundaries should be verified.
SOUTH Map prepared by Orarge County Planning & Inspections.
^^ u000 water reature t_I rarcels
Soils Survey Water Feature C:] Township
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ME City Limits
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Nil School System Boundary O ETJ
Z:l 500 YR Floodplain (Effective 02102/07)
D Water Body
Contours
Conservation Easements
D Buildings
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Held by Others
Water and Sewer Boundary
1 inch = 16,299.149 feet
f Watershed
Soils
Orange County
Conservation Easements
o 6,500 13,000 26,000
Feet
ATTACHMENT 2
NORTH CAROLINA
[Departmental Use Only]
TITLE S. Library Facilitation
FY 2013 -14
SERVICES AGREEMENT UNDER $90,000.00
RFP — WITH REIMBURSABLE EXPENSES
ORANGE COUNTY
This Services Agreement (hereinafter "Agreement "), made and entered into this 23rd day of
January, 2014, ( "Effective Date ") by and between Orange County, North Carolina a body politic
and corporate of the State of North Carolina (hereinafter, the "County ") and The Freelon Group
Architects, (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): Southern
Branch Library Siting Primary Phase Facilitation and Assessment
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
Revised 9/13
0
9
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 5198 for "Orange County Public Library Siting Facilitation" issued
November 21st, 2013, and the Provider's proposal, which are fully incorporated
and integrated herein by reference together with Attachments A: RFQ and
Addendum #1; B: RFQ Response; and C: Proposal (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.
Revised 9/13 2
10
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. Per proposal 1/24/14 through no later than 7/31/14
2.
3.
4.
5.
6.
7.
8.
9.
10.
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 definition of breach to the failure to meet Milestone Dates.
4. Duration of Services
a. Term. The term of this Agreement shall be from January 24, 2014 to July 31, 2014.
b. Scheduling of Services
i) The Provider shall schedule and perform its 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 its efforts, including providing additional
resources and working overtime, as necessary, to perform its 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 January 24,
2014..
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
except reimbursable expenses as specified in section 5(c), below. The maximum amount
Revised 9/13
11
payable for Basic Services is Twenty Nine Thousand Five Hundred Dollars ($29,500).
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.
c. Reimbursable Expenses Reimbursable expenses are in addition to the fees for Basic
Services and are for the following expenditures to the extent reasonable and actually
incurred by the Provider with respect to the Project:
i) Actual expenditures for postage, reproductions, photography, and long distance
telephone charges directly attributable to this Project.
ii) The actual cost of reproduction of reports, plans and specifications excluding
documents for exclusive use by the Provider.
iii) The Provider shall not be entitled to any mark -up on actual expenses incurred.
iv) Reimbursable expenses shall be compensated by the County along with invoices for
Basic Services provided by Provider. Payment of Reimbursable Expenses shall be
subject to Provider's timely submission of valid receipts for any such expenses and
approval by the County. Any additional charges not specified herein, must be
mutually agreed to in advance by County and Provider and documented in writing
with a letter signed by authorized representatives for County and Provider and,
subject to budgeted funds.
6. Responsibilities of the County
a. Cooperation and Coordination. The County has designated the (Jeff Thompson) 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. Provider shall obtain, at its sole expense, Commercial General
Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any
additional insurance as may be required by Owner's Risk Manager as such insurance
requirements are described in the Orange County Risk Transfer Policy and Orange
County Minimum Insurance Coverage Requirements (each document is incorporated
Revised 9/13 4
12
herein by
reference and may
be
viewed at
http: / /oran ecountync-gov
/purchasiny-/contracts asp).
If Owner's
Risk Manager
determines additional
insurance coverage is required
such additional
insurance shall
consist of Professional Liability Insurance of $1,000,000 per occurrence (if no
additional insurance required mark N/A as being not applicable). Provider shall not
commence work until such insurance is in effect and certification thereof has been
received by the Owner's Risk Manager.
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. Chanizes 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
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.
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.
Revised 9/13
13
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 Assignment. 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. 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. Compliance with Laws. Provider shall at all times remain in compliance with all
applicable local, state, and federal laws, rules, and regulations including but not limited
to all anti- discrimination laws. Pursuant to the terms of North Carolina General Statute
153A- 449(b) no county may enter into a contract with a contractor unless the contractor
and the contractor's subcontractors comply with the requirements of Article 2 of Chapter
64 of the North Carolina General Statutes. Where applicable, failure to maintain
compliance with the requirements of Article 2 of Chapter 64 of the General Statutes
constitutes Provider's breach of this Agreement. By executing this Agreement Provider
affirms Provider is in compliance with Article 2 of Chapter 64 of the North Carolina
General Statutes.
d. 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.
e. 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.
f. 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.
g. 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
Revised 9/13 6
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.
h. 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.
i. 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: Jeff Thompson
P.O. Box 8181
Hillsborough, NC 27278
[SIGNATURE PAGE TO FOLLOW]
Revised 9/13 7
Provider's Name & Address
Freelon Group Architects
5310 S. Alston Ave., #300
Durham, NC 27713
14
15
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: PROVIDER:
County Manager
Printed Name and Title
This instrument has been approved as to technical content.
Jeff Thompson, Department Director
This instrument has been pre- audited in the manner required by the Local Government Budget
and Fiscal Control Act.
Office of the Chief Financial Officer
This instrument has been approved as to form and legal sufficiency.
Office of the County Attorney
Revised 9/13
16
Orange County
Financial Services Department — Purchasing Division
REQUEST FOR QUALIFICATIONS # 5198
Orange County Public Library Siting Facilitation
November 21, 2013
Orange County Public Library is seeking qualified firms to provide the public assessment and facilitation
process for the Southern Branch Library pre - design services and engagement.
Proposals must be received in the office of the Purchasing Agent, 200 S. Cameron Street, PO Box 8181,
Hillsborough, NC 27278 no later than 5 pm (D -EST), December 10, 2013.
I. Background
In 2012, Orange County Commissioners approved the Southern Branch Library Locational Criteria for siting a
new branch library in southern Orange County. See http://oran.gecountync.qov/library/southernbranch.asp.
This criteria is divided into two Phases 1) Preliminary Phase — Technical Site Review and Assessment and 2)
Primary Phase — Public Input and Assessment. Additionally, the library has just completed a Strategic
Planning process that the Board of Commissioners approved on November 5, 2013.
http: / /orangecountync.gov /library /documents /OCPL Strategic Plan pdf Orange County is looking for an
organization to facilitate the Public Input and Assessment process. This facilitator must have previous
experience working with public libraries.
The vision and general design guidelines will be used for the future programming, design, construction, and
operation of a facility. Architectural and Engineering services for future construction project will be contracted
through a separate qualifications based selection process at the appropriate time.
II. SCOPE OF SERVICES
The selected firm shall be responsible for the work as described in this document. The firm will work with an
owner design committee which shall include a representative from the County Manager's office, Asset
Management Services Director, Library Services Director, Planning Department Planner II,
III. SUBMISSION
A. Submittals: Submit two (2) hard copies (duplex on recycled paper), marked "Southern Branch
Library Facilitator Proposal" and one electronic submittal. The electronic' version must be a
single .pdf file on either a thumb drive or CD Proposals must be received in the office of the
Purchasing Agent, 200 S. Cameron Street, PO Box 8181, Hillsborough, NC 27278 no later than
5 pm (D -EST), December 10, 2013.
B. Qualification packages may be hand - delivered or mailed. If the submittal is sent by mail or
commercial express, the Respondent shall be responsible for actual delivery of the qualification
package to the proper county office before the deadline. All submittals become property of the
County. Request for Qualification packages will not be accepted via fax machine or internet e-
mail.
Page 1 of 10
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C. Mark outside of envelope with RFQ No. 5198 and proposal subject, "Southern Branch Library
Facilitator Proposal."
D. Time is of the essence and any proposal or addenda pertaining thereto received after the
announced time and date for submittal, whether by mail or otherwise, will be rejected. It is the
sole responsibility of the firm to ensure that their proposal is received by the Purchasing
Department personnel before the deadline indicated above. There is nothing in this RFQ that
precludes the County from requesting additional information from firms at any time during the
qualification process.
E. Nothing herein is intended to exclude any responsibilities or in any way restrain or restrict
competition. On the contrary, all responsible firms /individuals are encouraged to submit
responses. The County of Orange reserves the right to waive any informalities, to reject any
and /or all proposals, and to accept any proposal which in its opinion may be in the best interest
of the County.
F. Qualification packages may be withdrawn by written request prior to submittal deadline
IV. PREPARATION
A. Firms are to submit qualification packages which present their qualifications and understanding
of the services to be performed. Emphasis should be placed on completeness of services
offered and clarity of content. All submittals should be complete and carefully worded and must
convey all of the information requested by the County. If errors or exceptions are found in the
firm's qualification package, or if the package fails to conform to the requirements of the RFQ,
the County will be the sole judge as to whether that variance is significant enough to reject the
firm's submittal.
B. Qualification packages should be prepared simply and economically. All data, materials, and
documentation shall be available in a clear, concise form. Orange County does not expect nor
will any more favorable consideration be given to submittals with fancy covers or binding, color
photographs, sample plans, non - pertinent information on other accomplishments of the firm
which have no direct bearing on these projects, resumes of individuals who will not be engaged
in the work, or pages of other non - projected related material. Brevity will be appreciated.
Submittals shall be limited to twenty -six pages (thirteen sheets of paper), double sided 8Y2 x
11, minimum 12 point font. Covers, dividers, Affidavits and Responder's Certification Form do
not count in the twenty six (26) page total.
C. Firms requiring clarification or interpretation of this RFQ shall make a written request, which
shall reach the Orange County Purchasing Department no later than the date and time for
submittal of written questions (see Section VI, paragraph C).
D. Any interpretation, correction or change of this RFQ will be made by Addendum. Addenda will
be mailed or delivered to all who are known by the County Purchasing Department to have
received a complete set of RFQ documents. It is the responsibility of the firm to ensure that all
Addenda were received.
E. All submittals shall provide a straight forward, concise description of firm's ability to satisfy the
requirements of the RFQ.
F. Qualification packages (and copies) should be bound in a single volume where practical. All
documentation submitted with the offer should be bound in that single volume.
G. In addition to the transmittal letter, the Non - Collusion Affidavit must be signed by a principal of
the firm or an officer of the corporation duly authorized to bind the corporation.
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H. If any submittal includes comments over and above the specific information requested in this
RFQ such comments must be included as a separate appendix.
The firm is solely responsible for all costs and expenses associated with the preparation of the
submittal and of any supplementary presentation (including any oral presentation) if requested
by County.
Qualification Packages must be made in the official name of the individual, firm, or corporation
under which the business is conducted (showing official business address) and must be signed
in ink by a person duly authorized to legally bind the business entity submitting the qualification.
V. GENERAL TERMS AND CONDITIONS
A. NON - COLLUSION AFFIDAVIT
Each qualification package must be accompanied by a notarized affidavit of non - collusion,
executed by the firm or in the case of a corporation, by a duly authorized representative of said
corporation. The Non - Collusion Affidavit is provided herein.
B. E- VERIFY AFFIDAVIT
HB786 imposes E- Verify requirements on contractors who enter into certain contracts with state
agencies and local governments. The legislation specifically prohibits governmental units from
entering into certain contracts "unless the contractor and the contractor's subcontractors comply
with the requirements of Article 2 of Chapter 64 of the General Statutes." (Article 2 of Chapter
64 establishes North Carolina's E- Verify requirements for private employers). It is important to
note that the verification requirement applies to subcontractors as well as contractors. The new
laws specifically prohibit governmental units from entering into contracts with contractors who
have not (or their subs have not) complied with E- Verify requirements. Complete the attached
affidavit, and include it with your submittal.
C. ADDENDA/CHANGES
Any additions, deletions, modifications or changes made to this RFQ shall be processed
through the Orange County Purchasing Department. Any deviation from this procedure may
result in the disqualification of the firm's submittal or the cancellation of any contract resulting
from this RFQ.
D. QUESTIONS
Questions concerning this RFQ should be directed to:
Orange County Purchasing Department
David Cannell Purchasing Agent,
200 S Cameron Street, PO Box 8181,
Hillsborough, NC 27278;
(919) 245 -2651;
dcannell(cDOrangecountvnc.gov (preferred)
All questions pertaining to this RFQ must be submitted in writing no later than December
3, 2013.
Only written questions will be considered formal. Any information given by telephone will be
considered informal. Any questions that the County feels are pertinent to all proposers will be
Page 3of10
C
F
G.
19
mailed as an addendum to the RFQ. Fax and e-mail messages will be treated as written
questions.
PROPRIETARY INFORMATION
Trade secrets or proprietary information submitted by a firm in connection with a procurement
transaction shall not be subject to the public disclosure under the North Carolina Public Records
Act pursuant to NC General Statutes §66- 152(3). However, the firm must invoke the protection
of this section prior to or upon submission of the data or other materials, and must identify the
data on other materials to be protected and state the reasons why protection is necessary.
Each individual page considered a trade secret or proprietary information must be
labeled "Confidential" in the top right corner.
MINORITY BUSINESSES
The County of Orange encourages all businesses, including DBE, minority and women -owned
businesses to respond to all Requests for Qualifications.
AWARD /CONTRACT TIME
No part of this solicitation is to be considered part of a contract, nor are any provisions
contained herein to be binding of Orange County.
Award shall be made to the responsible firm whose qualifications are determined to be most
advantageous to the County, taking into consideration the evaluation factors set forth in the
RFQ.
A notice of contract award is anticipated by early to mid January 2014. The detailed Scope of
Work and schedule of deliverables shall be negotiated with the successful firm.
H. CONTRACT DOCUMENT
The successful firm will be required to enter into the county's standard design consultant
services agreement. A copy of the County's standard Agreement is attached.
SUBCONSULTANTS
If any sub - consultants will be used for the project, the successful firm shall provide to the
Purchasing Agent a list of names of any of the intended sub - consultants, their applicable license
number(s) and a description of the work to be performed by each sub - consultant.
The successful firm shall not substitute other sub - consultants without the written consent of the
County.
The successful firm shall be responsible for all services performed by a sub - engineer as though
they had been performed by the successful firm. Responsibilities include, but are not limited to,
compliance with applicable licensing regulations.
If at any time the County determines that any sub - consultatant is incompetent or undesirable,
the County shall notify the successful firm accordingly, and the successful firm shall take
immediate steps for cancellation of the subcontract and replacement.
Nothing contained in any contract resulting from this RFQ shall create any contractual
relationship between any sub - consultant and the County of Orange.
It shall be the successful firm's responsibility to ensure that all terms required in the attached
contract are incorporated into all subcontracts.
Page 4 of 10
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INSURANCE
The successful respondent will be required to show proof of professional liability insurance in
types and amounts satisfactory to the County. The County typically requires liability limits of at
least $1,000,000 per occurrence with a $2,000,000 aggregate coverage. Exact limits would be
determined during contract negotiations.
Respondents will also cite in their response, any and all claims that have been filed against the
professional liability insurance carried by the respondent within the past ten years, regardless of
the settlement disposition.
VI. STATEMENT OF QUALIFICATIONS REQUIREMENTS
In order to expedite the evaluation of proposals, each Respondent shall organize its
qualification package in accordance with this section. Firms that do not follow the specified outline
may be deemed non - responsive and may be disqualified from the evaluation process.
Section 1. Cover letter confirming that the elements of the RFQ have been reviewed and
understood. The cover letter should be signed by an individual authorized to bind the
firm contractually. It should include: Firm name, address, telephone, fax number,
contact person and e-mail address; year established and former firm names; Include
names of principles of the firm and the states in which they are registered; and types of
services for which the firm is qualified;
Section 2: Experience: Understanding of the scope of work/services; more
specifically experience programming and designing public libraries and facilitating
public assessment process for libraries in urban, suburban, and rural
environments.
List and describe all of your firm's previous experience in the planning, design and
construction of projects similar in nature to the one for which this Request for
Qualifications is being sought. For each project listed, the information should include:
• Name and location of the project
• Brief description of the project
• Date the project was completed
• Name and telephone number of owner
Section 3. Project Team: List of staff members and resumes of those persons who will be assigned
to work with the County on the project. Include an Organizational Chart but do not
include resumes or list of personnel who will not be assigned to this project. Also
include the firm's commitment to keep the originally- assigned project team through
project completion.
Section 4: List of current ongoing projects. Include: Project start date; expected completion date;
total project cost; your ability to devote staff resources to complete this project. Describe
how other existing trips to the area could contribute to cost savings on the services
sought within this RFQ.
Section 5: Names of outside consultants (sub - consultants) who would be retained to provide
services required for these projects. Provide a one -page synopsis for each consultant to
include the following information:
• Individual's proposed role in the project
• A resume or brief description of the individual's previous experience
Page 5 of 10
21
as it relates to his /her role in the project
• For any proposed sub consultants, indicate how long your firm has
worked with the sub - consultant on previous projects
Section 6: Firms willingness to affiliate with minority, woman - owned, or disadvantaged
businesses.
Section 7: Letter disclosing any pending litigation or litigation within the last ten years related to the
firm' projects.
Section 8: Hourly billing rates charged by your firm each position type and reimbursable expenses.
Section 9: Firms willingness to sign Orange County Standard Contract Agreement for Design
Consultant Services (copy attached).
Section 10. Completed Responders' Certification Form and notarized Non - Collusion Affidavit
VII. EVALUATION PROCESS:
Following the deadline for submittal of qualifications, a
conducted by a selection committee established by tl
committee will review all submittals based on their rE
committee shall then make a recommendation to the
established herein.
review of the submitted qualifications will be
ie Interim County Manager. The selection
sponse to the information requested. The
Interim County Manager based on criteria
If desired, the selection committee may short list the number of qualified firms. The County reserves
the discretion to determine the number of firms that will be on the short list. The County may engage in
individual discussions with two or more firms deemed fully qualified, responsible, and suitable on the
basis of initial responses and with emphasis on professional competence to provide the required
services. Interviews are not anticipated; however, the selection committee may schedule interviews if
desired in the selection process. Such firms shall be encouraged to elaborate on their qualifications
and performance data or staff expertise pertinent to the proposed project, as well as alternative
concepts.
The selection committee may conduct discussions with the firm(s) submitting responses regarding the
contract and shall select from among the firm(s) deemed most qualified to provide the required
services. At the discretion of the County, the discussions with the firm(s) may consist of written
questions and responses, and /or personal interviews with members of the firm(s). If personal
interviews are required by the County, the persons proposed to be responsible for performing the work
required herein shall attend the interview. If requested, firms should be prepared to submit financial
status information, which shall be held in confidence.
The County will negotiate a stipulated lump sum fee for basic services and a rate schedule to be
utilized for additional services and contingent additional services with the most qualified firm at a
compensation which is considered to be fair and reasonable to the County. These rates shall include
all applicable disciplines (example: architect, project manager, engineers, administrative staff, etc.).
The rate schedule for additional services shall remain firm throughout project completion. In making
this decision, the County will take into account the established value, general scope, the complexity,
and the professional nature of the services to be rendered. Should the County be unable to negotiate a
satisfactory contract with the firm considered to be most qualified, negotiations with that firm shall be
formally terminated.
Negotiations will then proceed with the remaining ranked firms in the same manner until an agreement
is reached, unless it is determined by the committee that it is in the best interest of the County that the
process be terminated or modified.
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22
The County of Orange reserves the right to reject any and /or all submittals, and to waive defects,
technicalities and /or irregularities in any submittal. The County reserves the right to finalize a contract
with one firm based on all information submitted in the written qualification submittal without further
discussion or interviews.
VII. SELECTION PROCESS
The included criteria, but not limited to, may be used in the evaluation of qualification packages for
development of a shortlist to be considered for potential negotiations. These criteria are not necessarily
listed in order of importance.
• Previous work experience on similar projects and demonstrated experience in the design of Public
Libraries
• Firms qualifications and experience including location of offices and related staffing
• Firms understanding of the project objectives
• Proposed staff, including sub - contracted professionals, proposed to perform the work
• The ability of the consultant to begin work immediately and complete the projects in a timely
manner.
• References. Evaluation of comments received from referenced previous clients
VIII. CONTACT POLICY
After the date and time established for receipt of proposals by the County, any contact initiated by any
firm with any County representatives, other than the Purchasing Agent listed herein, concerning this
RFQ is prohibited. Any such unauthorized contact may cause the disqualification of the firm from this
qualification process.
By: David E. Cannell,
Purchasing Agent,
Orange County, North Carolina
Page 7 of 10
23
RESPONDER'S CERTIFICATION FORM
I have carefully examined the Request for Qualifications, the sample Agreement for Design Consultant
Services and any other documents accompanying or made a part of this Request for Qualification.
I hereby propose to furnish the professional design consultant services for Orange County in accordance with
the instructions, terms, conditions, and requirements incorporated in this Request for Qualification. I certify
that all information contained in this response is truthful to the best of my knowledge and belief. I further certify
that I am duly authorized to submit this response on behalf of the firm as its act and deed and that the firm is
ready, willing and able to perform if awarded the contract.
NAME OF FIRM:
BY: (printed name)
SIGNATURE:
MAILING ADDRESS:
CITY /STATE/ZIP CODE:
TELEPHONE NUMBER:
FAX NUMBER:
ACKNOWLEDGEMENT OF ADDENDA
Responder hereby acknowledges receipt of all Addenda through and including:
Addendum No. Date Acknowledgement
Page 8of10
/.'
NON - COLLUSION AFFIDAVIT
State of North Carolina
County of Orange Proposal Request No. 5198
being first duly sworn, deposes and says that:
I. He /She is the of the proposer that has
submitted the attached proposal;
2. He /She is fully informed respecting the preparation and contents of the attached proposal and of all
pertinent circumstances respecting such proposal;
3. Such proposal is genuine and is not a collusive or sham proposal;
4. Neither the said proposer nor any of its officers, partners, owners, agents, representatives, employees
or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed,
directly or indirectly, with any other proposer firm or Person to submit a collusive or sham proposal in
connection with the contract for which the attached proposal has been submitted or to refrain from
proposing in connection with such contract, or has in any manner, directly or indirectly sought by
agreement or collusion of communication or conference with any other proposer, firm or person to fix
the price or prices in the attached proposal or of any other proposers, or to fix any overhead, profit or
cost element of the proposal price of the proposal of any other proposer or to secure through collusion,
conspiracy, connivance or unlawful agreement any advantage against the County of Orange or any
person interested in the proposed contract; and
5. The price or prices quoted in the attached proposal are fair and proper and are not tainted by any
collusion, conspiracy, connivance or unlawful agreement on the part of the proposer or any of its
agents, representatives, owners, employees, or parties in interest, including this affiant.
Signature
Title
Subscribed and Sworn to Before Me,
This day of J20
Notary Public
My Commission Expires:
Page 9of10
STATE OF NORTH CAROLINA
ORANGE COUNTY
I,
25
AFFIDAVIT
(the individual attesting below), being duly authorized by and on behalf of
(the entity bidding on project hereinafter "Employer ") after first being
duly sworn hereby swears or affirms as follows:
1. Employer understands that E- Verify is the federal E- Verify program operated by the United States
Department of Homeland Security and other federal agencies, or any successor or equivalent program used to
verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS §64-
25(5).
2. Employer understands that Employers Must Use E- Verify. Each employer, after hiring an employee to
work in the United States, shall verify the work authorization of the employee through E- Verify in accordance
with NCGS §64- 26(a).
3. Employer is a person, business entity, or other organization that transacts business in this State and that
employs 25 or more employees in this State. (mark Yes or No)
a. YES or
b. NO
4. Employer's subcontractors comply with E- Verify, and if Employer is the winning bidder on this project
Employer will ensure compliance with E- Verify by any subcontractors subsequently hired by Employer.
This day of
2013.
Signature of Affiant
Print or Type Name:
State of North Carolina Orange County
Signed and sworn to (or affirmed) before me, this the
day of 52013.
My Commission Expires:
Notary Public
a
O
n
0
w
CD
Page 10 of 10
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[Departmental Use Only]
TITLE
FY
NORTH CAROLINA
SERVICES AGREEMENT
RFP —
ORANGE COUNTY
This Services Agreement (hereinafter "Agreement "), made and entered into this day
of , 20 , ( "Effective Date ") by and between Orange County, North Carolina a body
politic and corporate of the State of North Carolina (hereinafter, the "County ") and ,
(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):
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
performance of these services. Provider is solely responsible for the professional
Revised 9/13
27
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 sha 11 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
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 for " " issued , 20 , and the Provider's proposal,
which are fully incorporated and integrated herein by reference together with
Attachments (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.
ii) The Basic Services will be performed by the Provider in accordance with the
following schedule: (Insert task list and milestone dates)
Revised 9/13
RW
Task Milestone Date
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
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 definition of breach to the failure to meet Milestone Dates.
4. Duration of Services
Term. The term of this Agreement shall be from to
b. Scheduling of Services
i) The Provider shall schedule and perform its 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 its efforts, including providing additional
resources and working overtime, as necessary, to perform its 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
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 Dollars ($ ). 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
Revised 9/13
e
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 ( ) 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. Provider shall obtain, at its sole expense, Commercial General
Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any
additional insurance as may be required by Owner's Risk Manager as such insurance
requirements are described in the Orange County Risk Transfer Policy and Orange
County Minimum Insurance Coverage Requirements (each document is incorporated
herein by reference and may be viewed at
http: / /oran;T,ecountyne.;rov /purchasing /contracts asp). If Owner's Risk Manager
determines additional insurance coverage is required such additional insurance shall
consist of (if no additional insurance required mark N/A as being not applicable).
Provider shall not commence work until such insurance is in effect and certification
thereof has been received by the Owner's Risk Manager.
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. Chances 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
Revised 9/13
30
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
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 Assignment. 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. Compliance with Laws. Provider shall at all times remain in compliance with all
applicable local, state, and federal laws, rules, and regulations including but not limited
to all anti - discrimination laws. Pursuant to the terms of North Carolina General Statute
153A- 449(b) no county may enter into a contract with a contractor unless the contractor
and the contractor's subcontractors comply with the requirements of Article 2 of Chapter
64 of the North Carolina General Statutes. Where applicable, failure to maintain
compliance with the requirements of Article 2 of Chapter 64 of the General Statutes
Revised 9/13 5
31
constitutes Provider's breach of this Agreement. By executing this Agreement Provider
affirms Provider is in compliance with Article 2 of Chapter 64 of the North Carolina
General Statutes.
d. 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.
e. 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.
f. 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.
g. 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.
h. 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.
i. Notices. Any notice required by this Agreement shall be in writing and delivered by
certified or registered mail, return receipt requested to the following:
Revised 9/13
Orange County
Attention:
P.O. BOX 8181
Hillsborough, NC 27278
[SIGNATURE PAGE TO FOLLOW]
Revised 9/13
Provider's Name & Address
32
33
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: PROVIDER:
USA
County Manager
Printed Name and Title
This instrument has been approved as to technical content.
, Department Director
This instrument has been pre- audited in the manner required by the Local Government Budget
and Fiscal Control Act.
Office of the Chief Financial Officer
This instrument has been approved as to form and legal sufficiency.
Office of the County Attorney
Revised 9/13
34
Orange County
Financial Services Department
ADDENDUM #1
December 3, 2013
RFP 5198
Orange County Public Library Siting Facilitation
To all Vendors:
Modifications to bid documents for the above named Request for Proposal are made as follows and shall be
included in the proposed amount.
1. See page 2 for questions with County's responses received for the above referenced project
All other terms and conditions shall remain the same
By: David E. Cannell, Purchasing Agent; dcannell(a)co.orange.nc.us — (919) 245 -2651
Acknowledgement of receipt of this addendum shall be noted on the Responder's Certification Form
Company Name:
By
Date Received:
P.O. Box 8181 200 South Cameron Street Hillsborough, North Carolina 27278
Telephones: Area Code 919 245 -2651 Fax: 919 644 -3324
Page 1
35
1. Has a size for the Southern Branch Library been determined? No, that is part of the work
to be performed by the successful firm
2. Are there more than three sites to be evaluated? Not at this time
3. Are you wanting only an architect, or is a library planning firm with 30+ years of
experience worthy of consideration? As listed in the RFQ, experience programming and
designing public libraries and facilitating public assessment process for libraries in
urban, suburban, and rural environments.
4. We are wondering if the County is interested in selecting just a site/civil team for this
first phase of the Public Library project or if you are interested in selecting the full A/E
team who would also be the team to proceed with Phase 2. Phase 1 only, phase 2 will
be a separate selection process
5, 1 have read through the RFQ and the web links contained in it. We just wanted to clarify
what the county would expect from a firm. It appears the county has narrowed their site
search down to I location. So it seems the next logical step would be to get an Architect
on board to develop some renderings, then do some due diligence such as a Phase I
Environmental Assessment and some geotechnical investigation to see if the site
remains feasible. Then with the renderings and assistance of the team, gather public
input and proceed to schematic design. Is this how the county expects to proceed, and
would expect from firm(s) responding to this RFQ?
In accordance with the adopted Southern Branch Site Criteria Process, the County will
conduct all necessary due diligence as indicated in Preliminary Phase — Technical Site
Review and Assessment. The County is looking for a firm with the experience in
programming and designing public libraries and facilitating public assessment process
for libraries in urban, suburban, and rural environments. The selected firm will develop
and implement the public engagement process to define specific programs and services,
which will lead toward the determination of the size, scope and scale of the potential
branch library.
Renderings and due diligence such as a Phase I Environmental Assessment and some
geotechnical investigation to see if the site remains feasible are not a part of this phase
of the project
6. Will this include programming and siting the building on potential site(s)? yes
Page 2 of 2
FREELON
Statement of Qualifications
Southern Branch Library Facilitator Proposal
Submitted by:
The Freelon Group
December 10, 201 3
. . . . . . . . . . . .
36
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37
5310 SOUTH ALSTON AVENUE
BUILDING 300
DURHAM, NC 27713
919.941.9790
919.767.0144
www.freelon.com
Freelon shares your commitment to sustainability. This document has been printed on
100% post- consumer recycled fiber paper that was produced using renewable energy.
W
IN a s
01 Cover Letter
02 Experience
03 Project Team
04 Current Ongoing Projects
05 Sub - Consultants
06 M /WBE & Disadvantaged Business Affiliation
07 Legal Disclosure
08 Firm Billing Rates
09 Contract Agreement
10 Affidavits & Forms
39
FREELON j Southern Branch Library f=acilitator Proposal
Primary Firm
December 10, 2013
Purchasing Agent
200 S. Cameron Street
PO Box 8181
Hillsborough, NC 27278
W
RE: Southern Branch Library Facilitator Proposal
To Whom It May Concern,
On behalf of the Freelon Group, I am pleased and excited to submit this Letter of Interest and
accompanying Statement of Qualifications to assist the Orange County Public Library in facilitating
a public engagement process to gather information relevant to planning the Southern Branch
Library. We have read and understand the RFQ, and we believe the Freelon Group is an excellent
fit for your needs. As one of our core practice areas, library planning and design is executed by a
dedicated team of experts. Our team has worked with public groups on numerous projects to gather
information, solicit ideas, and align constituents behind shared values and objectives. As you will
see on the following pages, our team has facilitated stakeholder engagement meetings for central
libraries, public archives, academic libraries, and numerous branch libraries in North Carolina and
elsewhere. We have also led the public engagement process with museums that —as collecting
institutions dedicated to life -long learning —share many attributes with libraries.
The Freelon Group, founded in 1990, is a 43 person architecture firm located in Durham,
North Carolina. Our firm is dedicated to serving clients, the community and its employees in a
team environment, while providing excellent design solutions for the benefit of all. We offer full
architectural services including feasibility assessments, programming, existing conditions analysis,
planning, architectural design and documentation, construction administration, interior design
and FF &E, master planning, and environmental graphics. We are passionate about research and
education, health and well- being, the advancement of understanding between disparate cultures
and the creative expression of the arts. Through on -time, on- budget delivery of high - quality design
projects, we have earned the respect and praise of both public and private sector clients.
From public libraries, museums, civic buildings and parks, we strive to create unique and sustainable
environments that lift the human spirit and inspire us with a better understanding of who we are as
individuals and as a community. At the heart of all Freelon projects is an ambition to place the art of
architecture within reach of the everyday citizen. While our building designs have received numerous
awards, we are best known as great listeners who help clients realize their vision. In 2009, our firm
was awarded the AIA Thomas Jefferson Award for Public Architecture.
Since inception, the Freelon Group has never operated under a different name. The firm is owned by
six Principals including: Philip Freelon, Zena Howard, Kenneth Luker, Derek Jones, Kevin Turner, and
Tim Winstead.
FREELON I Southern Branch Library F=acilitator Proposal
41
With a long standing commitment to cultural institutions that make tangible and lasting contributions
to their communities, we are drawn to libraries and the dynamic changes taking place within them.
There is no single template to draw upon and each library stands as a unique charter between the
community and its quest for learning. The Orange County Library public engagement process and
subsequent design effort represent precisely the kind of difference - making project that excites our
inquisitive team.
Sincerely,
THE FREELON GROUP, INC.
Derek Jones, AIA, LEED AP
Principal
FREELON I Southern Branch Library f=acilitator Proposal
s
r
Experience
Collaborative Planning
From the Latin root collaborare meaning
'to labor together', collaborative planning is
truly a partnership in visioning, design, and
design implementation. The outcome of the
collaborative process derives its power from
participatory engagement and sustaining
collective trust. In an age of declining faith and
participation in civic institutions, the Library
remains one of the few public entities embraced
by all as serving the collective well being of
a community. Ironically, shrinking confidence
in many governmental institutions has helped
foster more entrepreneurial behavior. As libraries
continue to evolve from mere warehouses of
information to places for knowledge creation,
they are becoming an important new forum for
problem solving and entrepreneurship.
Partnering is fun, but it is also hard work.
Each party — Design Team, Library, County
Management, or other stakeholders — must
fulfill its obligations and contribute meaningfully
to the process. As architects, we can guide the
process, facilitate engagements, and articulate
design options for consideration. The owner
must set the vision and make challenging
decisions along the way.
Setting the Vision
Projects of this type are about positive change.
At the outset, we conduct focused workshops
with the project leaders to understand your
vision. In addition to gathering empirical data,
we will work with the leadership group to
understand the desired customer experience,
educational outcomes, community engagement,
change management and financial objectives.
Before reaching out to a broader audience, it is
critical to build strategic consensus among this
group.
Stakeholder Engagement
Gaining stakeholder consensus during the
public outreach and programming phase
is essential to the planning process. Direct
engagement enables participants to fuse their
discrete individual experiences with broad
and comprehensive solutions. This leads to
participant buy -in, alignment of values, and a
strong commitment to next steps, At Freelon,
we have formulated a methodology during the
initial phases of planning that provides an open
forum for the voices of stakeholders. The initial
stakeholder meeting should include everyone,
from librarians and devoted customers to
educators and scholars, from security personnel
to facility maintenance staff. This is a meeting
where all ideas are placed on the table and
discussed in an open forum for everyone to hear.
This meeting ideally results in a list of priorities
for the project — institutional, experiential,
educational, financial, etc. The stakeholder
engagement process is also a great way to
extend the library's ongoing civic conversation
with the broader Orange County community.
A feedback loop that acknowledges comments
received and reports on design progress is
critical. These are typically accomplished through
information sessions. The frequency of these
updates will be determined by the size and
composition of the stakeholders. It is important
that the engagement process not become event
centric, but rather it should have clear objectives
and deliverables to help advance the project,
Relevant Project Experience
The projects depicted on the following pages
each began with varying degrees of stakeholder
engagement. In some cases it served to confirm
prior programming efforts. In others, it was the
start of an expansive process to define the
institution and then develop the quantitative
and qualitative spaces within. In all cases, we
customized the approach to the client and
community they served.
FREELON I Southern Branch Library Facilitator Proposal
42
43
Durham County Libraries
North, South and East Regional
PROJECT TEAM
The new Durham County Regional Branch Libraries are designed to
Freelon
support the County's long -range plan of providing the region with state -
LOCATION
of- the -art lifelong learning and literacy resources. The new 25,000 Sq. Ft.
Durham, North Carolina
facilities include large meeting rooms, administrative areas, adult collection,
CLIENT CONTACT
young adult collection, children's collection, various reading and study
Tammy Baggett
spaces, computer areas, reference area, and periodicals.
Library Director
Durham County Library
tbaggett @durhamcountync.gov
Durham County challenged Freelon to design a kit of parts that would
T919.560.0160
leverage efficiency while maintaining flexibility to adapt to individual site
SIZE
conditions and differing community identities. Each branch is a one-
25,000 SF - All
story structure organized in a series of layers defined by masonry walls
COST
and volumes of varying heights. A significant feature of each design is
$4.6 million - North Branch
$4.4 million -East Branch
the open and airy main reading space accentuated by a large shed roof
$5.4 million -South Branch
that maximizes day - lighting and exterior views. Glazed walls at strategic
OCCUPANCY DATE
locations along the perimeter of the reading room provide a continuity of
June 2006 -East Branch
space and vistas into the surrounding landscape.
January 2007 - North Branch
July 2010 -South Branch
The context, development density, and solar orientation of each site
East Branch - TY
East Branch -
necessitated variations in prototypical elements and how the came
p Yp' y
USGBC LEEDS Certified
together. Freelon facilitated extensive public meetings to determine the
North Branch-
unique character of each library within the economies and constraints of
USGBC LEEDS Silver Certified
the kit of parts. At the East Branch Library, volumes were kept smaller
to respect the more residential scale of the neighborhood. In recognition
Seth Branch -
USGBC LEEDS Gold Certified
of the former use of the South Branch site —one of significance to the
Lowes Grove community —the prototype was modified to incorporate
AWARDS
2008 AIA North Carolina
a history gallery at the front entry. The public also voiced their desire
Merit Award
for sustainability, As a result, each library is LEED certified setting new
2008 AWIDA Library Interior
benchmarks for the design, construction, and operation of high performance
Design Award Honorable Mention
county buildings.
2007 Design with Brick Award by
BrickSoutheast
2010 Durham City - County
Appearance Commission
Golden Leaf Awards for Community
Appearance
FREELON I Southern Branch Library Facilitator Proposal
..
FRRELON I Southern Branch Library Facilitator Proposal
45
District of Columbia Public Library
Anacostia Library
PROJECT TEAM
Freelon
The small -scale residential context provided the inspiration for the design of
(Lead Designer and
this new branch library, located in a low- income, underserved neighborhood
Architect of Record)
in Washington, D.C. The project not only fulfilled programmatic needs but
in association with
R.McGhee Associates
also provided a stimulus for community pride and economic development.
(Associate Architect)
Replacing its fortress -like predecessor, the transparent glass walls of
LOCATION
the new Anacostia Library reveal vibrant community activity, radiate light,
Washington, District of Columbia
and make visible a security presence. The project has become a catalyst
CLIENT CONTACT
for neighborhood development and brought in new consumers through
Ginnie Cooper
increased visitorship.
Chief Librarian
DC Public Libraries
ginnie.cooper @dc.gov
The residential scale is reflected in the library design as a series of pavilions
T202.727.0321
for program areas that require enclosure; the children's program room,
SIZE
the young adults' area, support spaces, and public meeting rooms. The
22,348 GSF
remainder of the level one plan is high, open space for the main reading
COST
room, stacks, computers, and public seating areas. A large green roof
$10.3 million
structure provides shelter over all program areas. Multiple entries not only
OCCUPANCY DATE
bridge the pronounced topography of the site, but also activate multiple
June 2010
street frontages in an area previously suffering from blight.
MAIN PROGRAM ELEMENTS
Collections
Adult
Workin g directly with the community by facilitatin g p ublic input sessions
Popular Reading
was a key part of the design process. Users made it clear that they
Children's Area
Teen Space
wanted an open, welcoming building with additional program space for
Multi- Purpose /Meeting Spaces
children. Children's spaces played a large role for the integration of public
Cafe
art. Freelon coordinated public meetings to select local artists and assist
Parking
Green Roof
with the planning of each installation to be integrated into the architecture.
SUSTAINASILITY
Incorporating the ideas of local community groups into the design built a
USGBC LEEDS Gold Certified
sense of ownership that ultimately contributed to the library's success.
AWARDS
2013 AIA/ALA Library
Building Award
2012 National Organization of
Minority Architects Design Excellence
Honor Award
2012 AIA North Carolina
Honor Award
2012 AIA DC Award of Merit
in Architecture
2012 IIDA/ALA Library
Interior Design Award
2011 AIA Triangle Honor Award
2011 Library Journal
New Landmark Libraries
Honorable Mention
2011 Architectural Lighting
Design Award
2010 AIA North Carolina Committee
on the Environment Award
10 t-REELON I Southern Branch Library f=acilitator Proposal
1 entry vestibule
2 book return
3 children's area
4 children's program area
5 adult reading and computer area
s adult stacks
7 young adult area
a meeting rooms
a circulation desk
10 staff lounge /work room
11 multipurpose area
12 lounge /staff workroom
13 mechanical
Floor Plan Level 1
ER
FREELON I Southern Branch Library Facilitator Proposal II
47
PROJECT TEAM
Freelon (Lead Designer and
Architect of Record)
in association with
R.McGhee Associates
(Associate Architect)
LOCATION
Washington, District of Columbia
CLIENT CONTACT
Ginnie Cooper
Chief Librarian
DC Public Libraries
ginnie.cooper@dc.gov
T 202.727.0321
SIZE
21,472 SF
COST
$10.9 million
OCCUPANCY DATE
January 2011
MAIN PROGRAM ELEMENTS
Collections
Adult
Popular Reading
Children's Area
Teen Space
Multi- Purpose /Meeting Spaces
Cafe
Parking
Green Room
SUSTAINABILITY
USGBC LEED® Gold Certified
AWARDS
2012 AIA DC Award of Excellence
in Architecture
2012 AIA South Atlantic Region
(SAR) Honor Award
2012 AIA Triangle Honor Award
2012 AIA Triangle Gail Lindsey
Award for Sustainable Architecture
2012 Architectural Lighting
Design Award
2011 AIA North Carolina
Honor Award
District of Columbia Public Library
Tenley- Friendship Library
Tenley Library is a welcoming civic building that provides a variety of
spaces to meet a wide range of community needs. Spaces include a large
public meeting room (for approximately 100 people), two smaller meeting
rooms, a children's program room, and rooms for group study and tutoring.
New books and media along with staff picks and featured technology are
made visible along the urban street facade to connect the library to its
bustling neighborhood. A sheltered touchdown area near the main entry
acknowledges the need for short term visitors ducking out of inclement
weather or waiting to meet others.
Stack areas for print and non -print materials are available for users of all
ages. There are multiple points of access to virtual spaces through the
public PCs and wireless access for people with their own electronic devices.
The children's area has spaces (including collection and seating) dedicated
to various age groups (five and under, beginning readers and elementary
age). There is a distinctive area for Young Adults to meet and to learn.
Adults have their own reading areas, online access area and a large
collection of materials.
Proud of their history, Tenley Town residents voiced a strong desire to
acknowledge the site's history and the library's legacy during facilitated
public forums. These requests took shape through coordination meetings
where a professionally curated display now documents the history of the
neighborhood. The Freelon guided collaboration between the public and
exhibit designer can be seen integrated into the atrium wall while historic
signage saved from the prior library graces the large meeting room and the
exterior seating areas.
12 MEELON I Southern Branch Library Facilitator Proposal
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Atlanta - Fulton Public Library System
Northwest Library
PROJECT TEAM
The design for the Northwest Atlanta Library creates a proud civic
Freelon (Lead Designer)
Collins Cooper Carusi
beacon in a community otherwise lacking in public amenities. As Atlanta's
(Architect of Record)
development sprawled outward, the Scott's Crossing neighborhood —a scant
LOCATION
seven miles from the city center — became a forgotten quadrant. Large -
Atlanta, Georgia
scale industrial uses claimed large swaths of land in and around pockets of
CLIENT CONTACT
small -scale residential. The 7.66 acre site is a microcosm of this context of
Francine Henderson
contrasts as a busy rail yard and concrete plant border the site's north and
Research Avenue Research Library
Auburn Avenue Research Library
west sides while churches and single-family homes border the south and
i g y
francine .henderson @fultoncountyga
east sides.
gov
T 404.730.4001 x101
The library's design uses, rather than ignores, this contrast as inspiration in
SIZE
25,000 SF
a manner that is both functional and symbolic b finding common round
y y g g
(program space)
between the area's two disparate uses. In the same form that old brush
COST
arbors created airy spaces for small community gatherings, a large new
$8 Million
'industrial shed' creates a light- filled, open space for the public library
OCCUPANCY DATE
community, This shed contains the main public library functions including
February 2015
the reading areas, stacks and computers. The program elements requiring
MAIN PROGRAM ELEMENTS
less visibility and transparency are grouped in a solid bar that provides
Reading Areas
a buffer along the noisier north and west facades, allowing the glass -
Stacks
Multipurpose Room
enclosed, open area to overlook a gracious southern plaza and quiet,
Children's Program Room
wooded area to the east.
Business Incubator
Digital Resources
Staff Work Areas
Working with the county to mold the existing program into something more
unique to this location was critical to the design. Public meetings both
SUSTAINABILITY
Pursuing USGBC LEEDO Silver
elicited ideas and helped to shape them into functional concepts. Additional
Certification
meeting and incubator spaces were incorporated as well as laptop checkout
and a music room equipped with recording booth, piano, and editing
equipment.
14 FREELON I Southern: Branch Library Facilitator Proposal
50
1 Entry Lobby
2 Multipurpose
3 Conference
4 Customer Service
5 staff
6 Mechanical
7 Children
8 Children's Program
9 Computer
10 Teen
11 Adult
12 Music
Floor Plan Level
F RE -ELON I Southern Bran&l Library Facilitator Proposal 15
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F RE -ELON I Southern Bran&l Library Facilitator Proposal 15
51
Atlanta - Fulton Public Library System
Auburn Avenue Research Library
Expansion and Major Renovation
PROJECT TEAM
Freelon (Lead Designer)
The Auburn Avenue Research Library (AARL) is one of four significant
y \ g
JWRA (Architect of Record)
archive and research centers in the U.S. dedicated to Africana and African
LOCATION
American collections and the first public library of its kind in the Southeast.
Atlanta, Georgia
Located in downtown Atlanta, GA the existing AARL is part of the Fulton
CLIENT CONTACT
County Public Library and occupies a four story, 55,717 SF building built in
Francine Henderson
1994. The collection contains a diverse number of primary source materials
Research Library Administrator
Auburn Avenue Research Library
including books and manuscripts, art and artifacts, microforms, textiles,
francine.henderson @fultoncountyga
cartographic records, audio recordings, motion pictures and photographs.
gov
AARL hosts numerous events that bring their rich archive collection to the
T 404.730.4001 x101
public through readings, film screenings, exhibitions and workshops.
SIZE
56,500SF(reno ati )
56,500 SF (renovation and addition)
The Freelon Group has undertaken a comprehensive renovation and
p
expansion of the library to 'reposition' the building and program to better
COST
$14.3 Million
serve AARL's mission. Extensive visioning sessions took place with the
(estimated construction cost)
staff and county to determine what the new Auburn Ave experience should
OCCUPANCY DATE
provide. From these sessions priorities unfolded to form the basis of the
TBD
re- imagined program.
MAIN PROGRAM ELEMENTS
Auditorium
The building will expand to include new archive storage, auditorium, gallery.
Increased Gallery Space
Increased Stacks Area
space and public program rooms. A strategic realignment of program will
Main Reading Room & Archives
bring public functions such as the auditorium, seminar rooms and galleries
Reading Room
Authors' Writers' Lounge
from the upper floors down to the ground floor level, in effect turning the
and
Educational Center
building program upside down. This bold 'repositioning' of the building will
Staff Work Areas
bring the most active use portions of the library program to the street level
and help AARL better engage its downtown context. These additions and
enhancements will position AARL well into the future as a repository of
information of national and global significance,
16 t RCELON i Southern Branch Library Facilitator Proposal
52
Program Areas
Oil-
Reference & Research --- — ---- General
------------
Existing New
Building Diagram
FREELON 1,Southern D-mrich Library Facilitator Proposal 17
53
District of Columbia Public Library
Martin Luther King Jr. Memorial Library
Study and Renovation
PROJECT TEAM
Freelon
The District of Columbia's Martin Luther King Jr. Memorial was designed by
Ludwig Mies van der Rohe and registered as a National Historic Landmark
LOCATION
Washington, District of Columbia
in 2007. After 50 years of service , the MLK Library no longer meets the
needs of a modern central library. Systems are inefficient, technology is
CLIENT CONTACT
Ginnie Cooper
lacking, and spaces are not suited to host the multifaceted programs and
Chief Librarian
events of today's library. DCPL came to Freelon with one simple question;
DC Public Libraries
"What is the expression of tomorrow's library in our nation's capital ?"
ginnie.cooper@dc.gov
T 202.727.0321
SIZE
We helped the library imagine flexible, technology enhanced spaces within
403,000 SF
the walls of the historic building. Rather than dismissing the restrictive
COST
covenants as barriers to growth, we helped envision a welcoming, light
Estimated $230 Million
filled place that was engaged with the street. An expansive atrium connects
visitors to their destinations and reveals the multitude of activities offered
OCCUPANCY DATE
TBD
by the library. As the new heart of the library, the atrium is filled with spaces
MAIN PROGRAM ELEMENTS
that promote collaboration and creative exchange.
Collections
Adult
Working closely with constituents, Freelon was able to align disparate
Popular Reading
stakeholders behind shared goals and convince skeptics that great things
Children's Hub
were possible. Public presentations and tailored meetings with special
Teen Space
Adaptive Services
interest groups helped to hone ideas and galvanize stakeholders. An
Digital Commons
advisory group of former public library directors was consulted periodically
& Prototyping
Marketplace
Marketplace
through
through the process to test ideas and substantiate assumptions. A
p
Auditorium
partnering approach with the Historic Preservation Office helped that
Cafe
Parking
agency p understand that preservation went beyond the buildin g to include
Roof Garden
the well being of a vibrant institution. Armed with broad public support and
Leasable Office Space
an exciting vision, the mayor of DC committed over $100 million to the
SUSTAINABILITY
project.
Pursing LISGBC LEEDS Gold
Certified
AWARDS
2013 Washington DC Momentum
Award for Best Downtown
Experience
F_xisting building Mies van der Rohe
a A
18 FREELON I Southern Branch Library Facilitator Proposal
54
Auditorium
Library
Marketplace
Sir
Lease
space
Collaboration and
meeting
Tenant entry
�
Indoor /Outdoor
caf6
FREELON I Southern Branch Library Facilitator Proposai 19
55
Z Smith Reynolds Library
Wake Forest University
PROJECT TEAM
The Z Smith Reynolds Library (ZSR), long an icon on the Wake Forest
Freelon
University campus, plays an essential role in helping students assess
quality
information and develop critical thinking skills. Faculty members increasingly
LOCATION
Winston - Salem, NC
partner with librarians in their teaching
p g and research and students must
collaborate with their peers as education migrates toward a more learning
CLIENT CONTACT
Lynn Sutton
focused paradigm. In order to realize these unprecedented opportunities,
Library Director
the library building needs new learning spaces that will inspire.
Wake Forest University
suttonls @wfu.edu
T336.758.509
Freelon worked with University and ZSR staff to understand needs, evaluate
SIZE
efficiencies and build a vision worthy of the University, while also reflecting
187,000 SF
its values and traditions. The future Z Smith Reynolds Library, will greet
COST
visitors with a gracious, new entry portico — a gateway by day and beacon
Not Disclosed
by night - that calls out to those who enter the campus and illuminates
OCCUPANCY DATE
the library as a nexus for learning. The interior core of the building will be
opened up to become a clear, light- filled passage connecting the arrival
MAIN PROGRAM ELEMENTS
New Entry
experience with the library's signature space, the Atrium. At the entry level,
Consolidated Services
this expansive hall will host the library's consolidated service points in an
New Reading Rooms
easy -to- navigate hub of blended services.
Classrooms
Group Study
Special Collections &Archives
Special Collections and Archives hold the most valuable treasures on
Improved Circulation
campus. The new vision calls for a spacious, new Reading Room in a
prominent location with adjoining classroom, administrative offices, gallery
space and an outdoor terrace with campus vistas. Open, collaborative work
and study spaces are planned for the fourth and sixth floors of the library's
Wilson wing. Technology enhanced classrooms, group rooms and study
zones will facilitate collaborative work while increasing access to digital
resources.
Collaboration Area
Blended Services
Existing building
20 f REELON i Southern Branch Libral,/ F= acilitator Proposal
56
820 S. Michigan Avenue Building
Columbia College Chicago Library
PROJECT TEAM
The Johnson Publishing Building located at 820 Michigan Avenue will be
Freelon
repurposed into Columbia College's new library. The library will consolidate
disparate collections at the geographic and academic center of their urban
LOCATION
Chicago, Illinois
campus. As an institution committed to discovery and life -long learning, the
new library unites the physical and digital domains into one state -of- the -art
CLIENT CONTACT
Alicia Berg
facility.
Vice President of Campus Environment
Collumbia College Chicago
aberg @c olum.edu
Freelon worked with an academic advisor y group of department leaders
7312.369.7102
across the college to develop a comprehensive stakeholder engagement
SIZE
process. Freelon delivered public progress updates, surveyed students and
70,000 SF
faculty, and interviewed library leaders. Based on the outcomes, eight focus
COST
group sessions were developed targeting the specific interests of staff,
Not Disclosed
faculty, and students. This process confirmed assumptions but also revealed
OCCUP4NCY DATE
greater than expected desire for quiet study space and interest in special
collections and archives.
MAIN PROGRAM ELEMENTS
Learning Commons
Collaborative Work Spaces
The resulting design reinforces the library's mission to engender learning
Classrooms
and knowledge creation rather than merely warehousing collections.
Automatic Storage /Retrieval System
Event Space
Where prior programs only accommodated collection growth and moderate
Cafe
additional seating, Freelon found creative ways to consolidate existing
services and leverage new collection storage to realize qualitative
improvements as well. A new automated book storage and retrieval system
will significantly compact collections, thereby enabling unrealized programs,
more group study, collaboration, cafe, event, and previously unimagined
technology enhanced classroom spaces to emerge within the library. It also
makes space for the support mechanisms to better host exhibitions and
new media inspired story telling. As libraries increasingly mix social and
academic activities, the library will be a new gathering point on campus.
Collaboration Area
Blended Services
Existing building
In the words of the college: "It will breathe. It will have a heartbeat."
FREELON I Southern Branch Library Facilitator Proposal 21
57
District of Columbia Public Library
Library Standards
PROJECT TEAM
In 2008, the District of Columbia Public Library (DCPL) commissioned
Freelon
Freelon to create a document which would contain their desired standards
for fixtures, furnishings, and equipment to be used in all new and renovated
LOCATION
Washington, NC
Public Libraries in Washington, D.C. With plans to build and renovate
g
numerous libraries in the near future, it was beneficial to "standardize"
CLIENT CONTACT
Ginnie Cooper
products in the buildings to allow for ease of maintenance and service. The
Chief Librarian
standardization also enables the relocation of items between branches as
DC Public Libraries
ginnie.cooper@dc.gov
the need arises.
T202.727.0321
In addition to easing maintenance and flexibility issues, the Library
SIZE
Standards supplements the design program for future projects. Through
N/A
identification of components within the building, they help reduce the time
COST
required to select and review fixtures, furnishings, and equipment in each of
Not Disclosed
the branches.
OCCUPANCY DATE
N/A
While specific items are listed in the document, the Library will be consulted
MAIN PROGRAM ELEMENTS
to confirm that none of these items have changed or been modified. If
N/A
questions arise or if products need to be changed based on specific
projects, those are brought to the Library for consideration. The Fixtures,
Furnishings, and Equipment Standards is intended to be a living and
evolving document. The initial selections that are included in the document
represent the DCPL's desires and intent during the design and construction
of the first round of library projects. As those projects are completed,
occupied, and used, items within this document will likely need to be
revised and adjusted. Moreover, as new products are introduced and others
discontinued, it will be necessary to revisit, update, and revise items within
the document in order for it to remain current.
22 F REELON i Southern Branch Library Facilitator Proposal
AWARDS 2011 Metal Construction Association
Chairman's Award - Institutional Category
2010 AIA North Carolina Honor Award
Harvey B. Gantt Center for
African - American Arts + Culture
Charlotte, NC
The Gantt Center celebrates contributions
of African Americans to our nation's culture
and serves as a vital resource in Charlotte for
music, dance, theater, visual arts, arts education,
literature and community outreach. Community
and corporate involvement informed the design
and was critical to the process — allowing the
team to push design strategies early and deliver
a dynamic community center for downtown
Charlotte,
Smithsonian Institution
National Museum of African
American History and Culture
Washington, DC
As part of the Master Facilities Programming
effort for the new NMAAHC, Freelon
implemented a dynamic process that included,
eight public meetings in cities across the
country to solicit input from a broad cross
section of potential visitors and contributors. Our
conclusion: NMAAHC will be a museum like no
other. It will present quintessentially American
stories of courage, creativity, resiliency, and the
struggle for freedom through the lens of the
African American experience.
Historic Emancipation Park
Project
Houston, TX
"Celebrate Freedom" is the theme for the
re- envisioned Emancipation Park, Freelon
developed a plan to embody this theme and
create a place which will become a platform
for opportunities of expression. A promenade
commemorates the park's history and multiple
performance /event spaces anticipate increased
cultural expression, As a critical part of
reinventing this historic landmark, the team
held numerous large meetings as well as more
intimate workshops to engage a broad cross -
section of the Houston Community,
FREELON I Southern Branch Library f=acilitator Proposal 23
AWARDS 2009 Durham City - County Appearance Commission
Golden Leaf Awards for Community Appearance
24 FREELON I Southern Branch Library Facilitator Proposal
Durham Station Transportation
Center, City of Durham
Durham, NC
The two - story, 10,300sf DSTC serves four and
one -half million of DATA's five million annual
passengers. Public engagement was a critical
component to the design process, Keeping
stakeholders informed and involved at each
project phase allowed for the empowerment
of the community in the development of their
multimodal transportation facility, The Station is
at the heart of Durham's flourishing downtown
and serves as a hub for the larger Triangle area,
Durham County Human Services
Complex
Durham, NC
On a full city block in Downtown Durham, the
new DCHS Complex houses the Departments
of Public Health, Social Services and a large
county meeting space, As a courtyard building,
the facades all front their respective streets,
reinforcing its urban presence, By contrast, the
internal courtyard is a "gem" set within its gritty
urban condition, Programming revealed a clear
stakeholder message; build the new facility in
its current location downtown. As a catalyst
-for growth along East Main Street, the project
has been lauded as a place for and about the
residents of Durham,
Mississippi Civil Rights Museum
Jackson, MS
The Mississippi Civil Rights Museum tells the
troubling and uplifting stories of the Civil Rights
movement in Mississippi. Understanding this
complex history was only possible by hearing
the stories first hand, Two statewide stakeholder
meetings were held, with the goal of listening to
citizens and seeking a vision for this important
institution, Informed by citizen feedback, the
team crafted a project mission statement that
became the driver for design,
59
l
Project
The following organizational chart and resumes of personnel assigned to this project are based on
our current understanding of needs. Should the scope increase or the need for other specialized skills
come into play, we can grow the team accordingly. Each of the individuals listed will be committed to
the scope of work through its completion. No individuals will be removed or changed without the prior
approval of the Owner.
�- T -----------------------------
f Derek Jones s
AIA, LEEDS AP
Principal in Charge
------------------------------- f
.� i ..
-- ------- ----------- - - - - -- - --
f f
Chris Garris
f
AIA, LEEDS AP
x ` Project Designer
i
j.
Kathryn Taylor
IIDA, ASID, LEEDS AP ID +C
AInterior Designer / Library
PON Planner
= -- -------------------------- - - - - --
The Freelon Group Architects
.1
FREELON I Southern Branch Library Facilitator Proposal 25
€. f
DEREK JONES
t , ' AIA, LEED AP
' MANAGING PRINCIPAL
As head of Freelon's Project Management Group,
Derek oversees the service and execution aspects
of our practice, ensuring that management
continuously supports superior design and
personalized attention to our clients. Derek also
leads many of our cultural projects providing
project management, architecture and interior
design services on a wide range of project types
and sizes, including theaters, museums, and
libraries. His cross - cultural background helps him
navigate multiple perspectives and facilitate the
dialogue and expression of disparate cultures. In
his 20 -year career, Derek has completed large
complex projects for the World Bank, Kodak,
Scholastic Publishing, Hewlett- Packard, and
Goldman Sachs among others.
EDUCATION
Master of Architecture,
Princeton University
Master of Fine Arts,
Tama University of Art, Tokyo, Japan
Bachelor of Arts,
Wesleyan University
CERTIFICATION
Registered Architect: NC, NY, NJ
LEED Accredited Professional
FEATURED PROJECTS
• DC Public Libraries, Martin Luther King Library
Washington, DC
• Wake Forest Z Smith Reynolds Library
Winston - Salem, NC
• Columbia College Chicago Library I Chicago,
IL
• Durham Station Transportation Center
Durham, NC
• Gregg Museum of Art and Design, Phase I:
Feasibility Study, Phase II: Design Services, NC
State University Raleigh, NC
• NC Department of Health & Human Services,
Cherry Hospital Goldsboro, NC
26 FREELON I Southern Branch Library Facilitator Proposal
v
CHRIS GARRIS
AIA, LEED AP
SR PROJECT DESIGNER
As an Associate Principal and Senior Designer,
Chris is an advocate for design excellence both
on individual project teams and office -wide
design initiatives. His passion and curiosity
guides him to meaningful, award winning
solutions to complex problems. Design
concepts derived from client specific needs and
conditions form the foundation of his design
philosophy. Chris has been associated with
many large and complex projects during his ten
year tenure at Freelon. He has led teams to
think creatively about every project opportunity
from large planning exercises to project specific
detailing, each reinforcing a project's conceptual
ideas.
EDUCATION
Bachelor of Architecture
North Carolina State University
Bachelor of Environmental Design, Architecture
North Carolina State University
CERTIFICATION
Registered Architect: NC
LEED Accredited Professional
FEATURED PROJECTS
• DC Public Libraries, Martin Luther King
Library I Washington, DC
• Columbia College Chicago Library I Chicago,
IL
• Mississippi Civil Rights Museum I Jackson,
MS
• Wake Forest Z Smith Reynolds Library
Winston - Salem, NC
• Puppetry Museum Competition I Atlanta, GA
• Harvey B Gantt Center for Africatn-
American Art + Culture I Charlotte, NC
• Durham Station Transportation Center
Durham, NC
• International Civil Rights Center and
Musuem I Greensboro, NC
61
62
KATHRYN TAYLOR
r ASID, IIDA, LEED AP ID +C
r LIBRARY PLANNER
Kathryn's specialty is the creation of exceptional
interior environments. She has design experience
on a broad range of project types and sizes, serving
as lead interior designer to many of the firm's
award winning design projects including; District of
Columbia Anacostia Neighborhood Library, District
of Columbia Tenley- Friendship Neighborhood
Library, Durham South Regional Library,
International Civil Rights Center & Museum, and The
National Center for Civil and Human Rights.
Kathryn provides library planning and design
leadership for every Freelon library from branches
and central libraries to system wide design and
furnishing standards. Kathryn is thoroughly
knowledgeable of current standards for library
operation as well as furnishings and equipment.
Her experience with public institutions and ease
with stakeholders helps to win client trust and focus
diverse interests toward a shared vision.
EDUCATION
Bachelor of Science, Chemistry,
Louisiana State University
Bachelor of Science, Interior Design,
Meredith College
CERTIFICATION
NCIDQ Certified
LEED Accredited Professional
FEATURED PROJECTS
• DC Public Libraries, Martin Luther King Library
Washington, DC
• DC Public Libraries, Anacostia I Washington, DC
• DC Public Libraries, Tenley- Friendship
Washington, DC
• Northwest Library I Atlanta, GA
• Wake Forest Z Smith Reynolds Library
Winston - Salem, NC
• Columbia College Chicago Library I Chicago, IL
• Auburn Avenue Research Library I Atlanta, GA
• Durham County Library, South Regional
Durham, NC
FREELON I Southern Branch Library r= acilitator Proposal 27
63
19+ List Of Current Ongoing Projects
List of Current Ongoing Projects
The timing of your project fits well with our
workload. As you can see from the list of
active projects below, many of our projects are
nearing completion of construction or have just
completed the construction documentation
phase freeing up staff at all levels.
Proximity to Site
Located in Durham, NC, our office and staff
members are just a short drive from your offices,
your prospective sites, and the communities
you serve. As such, we do not see any costs
associated with making trips to the area.
PROJECT
START
END
COST
Atlanta Fulton Public Library
May
March
Auburn Avenue Research Library I Atlanta, GA
2012
2015
$13.6 M
Atlanta Fulton Public Library
Mary
April
Northwest Library I Atlanta, GA
2013
2015
$8 M
Departments of Public Health, Mental Health and Social Service
Oct
Feb
Durham County Human Services Complex I Durham, NC
2005
2014
$70 M
Historic Emancipation Park
Oct
Houston TX
2010
2015
$33 M
Mississippi Civil Rights Museum
Dec
Feb
Jackson, MS
2011
2017
$19.2 M
National Center for Civil and Human Rights
March
July
Atlanta, GA
2009
2014
$20.6 M
NC Department of Health & Human Services
July
Dec
Broughton Hospital I Morganton, NC
2005
2015
$130 M
NC Department of Health & Human Services
July
June
Cherry Hospital I Goldsboro, NC
2005
2014
$93 M
NC Electric Membership Cooperative Headquarters
Nov
Not
Raleigh, NC
2013
TBD
Disclosed
North Carolina State University
Feb
Gregg Museum of Art and Design I Raleigh, NC
2010
TBD
$5.4 M
Smithsonian Institute
National Museum of African American History and Culture I
April
Spring
$500 M
Washington DC
2009
2016
University of Maryland Eastern Shore (UMES)
Engineering, Aviation Science, Computer & Mathematical
Nov
Summer
$86 M
Sciences (EACMS) I Princess Anne, MD
2007
2015
Wake Forest University
Oct
Not
Z Smith Reynolds Library I Winston - Salem, NC
2013
TBD
Disclosed
28 E= REELON I Southern Branch Library f==acilitator Proposal
M-1
Sub-Consultants
We do not anticipate the need for any consultants for this scope of work.
M/WBE & Disadvantaged easiness Affiliation
The Freelon Group is a NC certified Historically Underutilized Business (HUB) firm. As such, we are
acutely sensitive to problems which HUB firms face and we strive diligently to identify and include
other minority, women owned and disadvantaged businesses in our projects when the opportunities
arise.
Legal Disclosure
In over 23 years of professional practice, Freelon has not been a party to a major claim brought by a
client or prime contractor. During this same period of time, our projects have not experienced major
technical problems resulting from design errors or omissions.
Firm Billing RateTs
2013 Firm Billing Rates
Principal 1 € $230.00
1 Intern 1
$90.00
Principal II _ ` _ $160.00
i Intern II
$90.00
Associate Principal I Director i $140.00
_
j Admin 1
$105.00
Designer PM PA 1 $130.00
Admin II
$95.00
Designer PM PA II $115.00
. . . . .......
Designer PM PA II $100.00
Admin III
.................... . .... . ..... . ...... . .... . . ..... . . . ...... . . .... . ...... . .
$60.00
Contract Agreement
We have reviewed the standard contract agreement and have no reservations with signing it.
F REELON I Southern Branch Library f=acilitator Proposal 29
65
0 Affidavits & Forms
RESPONDER'S CERTIFICATION FORM
I have carefully examined the Request for Qualifications, the sample Agreement for Design Consultant
Services and any other documents accompanying or made a part of this Request for Qualification.
I hereby propose to furnish the professional design consultant services for Orange County in accordance with
the instructions, terms, conditions, and requirements incorporated in this Request for Qualification. I certify
that all information contained in this response is truthful to the best of my knowledge and belief. I further certify
that I am duly authorized to submit this response on behalf of the firm as its act and deed and that the firm is
ready, willing and able to perform if awarded the contract.
NAME OF FIRM: The Freelon Grou
BY: (printed name) Derek Jones
SIGNATURE:
MAILING ADDRESS: 5310 South Alston Ave. Suite 320
CITY /STATE /ZIP CODE: Durham, NC 27713
TELEPHONE NUMBER: 919.941.9790
FAX NUMBER: 919.767.0144
ACKNOWLEDGEMENT OF ADDENDA
Responder hereby acknowledges receipt of all Addenda through and including:
Addendum No. Date Acknowledgement
1 12/03/2013
30 t= REELON I Southern Branch Library Facilitator Proposal
..
NON - COLLUSION AFFIDAVIT
State of North Carolina
County of Orange
Proposal Request No. 5198
Derek Jones , being first duly sworn, deposes and says that:
He /She is the Managing Principal of The Freelon Group the proposer that has
submitted the attached proposal;
2. He /She is fully informed respecting the preparation and contents of the attached proposal and of all
pertinent circumstances respecting such proposal;
Such proposal is genuine and is not a collusive or sham proposal;
4. Neither the said proposer nor any of its officers, partners, owners, agents, representatives, employees
or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed,
directly or indirectly, with any other proposer firm or Person to submit a collusive or sham proposal in
connection with the contract for which the attached proposal has been submitted or to refrain from
proposing in connection with such contract, or has in any manner, directly or indirectly sought by
agreement or collusion of communication or conference with any other proposer, firm or person to fix
the price or prices in the attached proposal or of any other proposers, or to fix any overhead, profit or
cost element of the proposal price of the proposal of any other proposer or to secure through collusion,
conspiracy, connivance or unlawful agreement any advantage against the County of Orange or any
person interested in the proposed contract; and
5. The price or prices quoted in the attached proposal are fair and proper and are not tainted by any
collusion, conspiracy, connivance or unlawful agreement on the part of the proposer or any of its
agents, representatives, owners, employees, or parties in interest, including this affiant.
Signature
Principal
Title
Subscribed and Sworn to Before Me,
This 10 day of December 2013
Notary Public
My Commission Expires:
FREELON ( Southern Branch Library f=acilitator Proposal 31
67
32 FREELON I Southern Branch Library Facilitator Proposal
STATE OF NORTH CAROLINA
AFFIDAVIT
ORANGE COUNTY
ME;
I, Derek Jones (the individual attesting below), being duly authorized by and on behalf of
The Freelon Group (the entity bidding on project hereinafter "Employer ") after first being
duly sworn hereby swears or affirms as follows:
1. Employer understands that E- Verify is the federal E- Verify program operated by the United States
Department of Homeland Security and other federal agencies, or any successor or equivalent program used to
verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS §64-
25(5).
2. Employer understands that Employers Must Use E- Verify. Each employer, after hiring an employee to
work in the United States, shall verify the work authorization of the employee through E- Verify in accordance
with NCGS §64- 26(a).
3. Employ is a person, business entity, or other organization that transacts business in this State and that
employs 25 or more employees in this State. (mark Yes or No)
a. YES or
b. NO
4. Employer's subcontractors comply with E- Verify, and if Employer is the winning bidder on this project
Employer will ensure compliance with E- Verify by any subcontractors subsequently hired by Employer.
This 10 day of December , 2013.
Signature of Affiant
Print or Type Name: Derek Jones
State of North Carolina Orange County
Signed and sworn to (or affirmed) before me, this the
day of , 2013.
My Commission Expires:
Notary Public
a
O
w'
0
>v
CD
FREELON I Southern Branch Library f=acilitator Proposal 33
We
34 I- REELON j Southern Branch Library Facilitator Proposal
70
310 SOUTH ALSTON AVENUE
BUILDING 300
DURHAM, NC 27713
91 9.941 .9790
919.767.0144
www.freelon.com
Freelon shares your commitment to sustainability. This document has been printed on
100% post- consumer recycled fiber paper that was produced using renewable energy.
•,:
January 10, 2014
Jeffrey E. Thompson
Director
Orange County Asset Management Services
131 W. Margaret Lane
Hillsborough, NC 27278
Re: Orange County Public Library Siting Facilitation
Dear Mr. Thompson:
The Freelon Group (Freelon) is pleased to submit this proposal for services to facilitate public
engagement meetings to gather information from the community on the programs, space requirements
and site preferences for a future Southern Branch Library. We have based our proposal on discussions to
date, the OCPL Community Needs Assessment (2012), the Orange County Public Library Strategic Plan
2013 -2016, and information we have gathered from our interview last week.
Scope
We understand that this is not a design effort. Rather, we will collect information necessary to identify
and evaluate potential branch library sites. We will also generate a rough order of magnitude program
that may be the basis of subsequent design work under a separate contract. The primary objectives of
this scope of work will be to gather and prioritize public opinion regarding:
1. Desirable Programs and Services in the new branch library
2. Site selection criteria for future Southern Branch Library
3. Preliminary Southern Branch Library Program to define general qualitative preferences as well
as a rough order of magnitude space list
In addition, Freelon will be a member of the due diligence team to review specific technical questions
about an assigned site.
We have based this proposal on a process involving three (3) public meetings and five (5) meetings with
Orange County Public Library Leadership Team. Each public meeting will be preceded by an internal
planning and strategy session with the OCPL Leadership Team including some additional meetings to
review and develop programming scenarios.
Process
As we all know, public engagement is a creative and open ended process subject to unexpected
conditions and issues. As such, we must always be nimble and ready to change our strategy as
circumstances require. Nevertheless, we anticipate the following general process:
Public Input Facilitation (Meeting 1): Freelon will meet twice with the OCPL Leadership Team to learn
about the Library's internal vision, determine strategic goals, and learn about any systemic criteria that
must be maintained across county and library facilities. We will also use these sessions to schedule and
plan for the public meeting. The first public meeting will begin with an overview of the process and a
brief presentation on the changing role(s) of public libraries to encourage expansive thinking among the
participants. This will be followed by a series of public exercises to solicit broad ideas about the services
and feel of the future library.
71
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72
Page 2 of 3
Mr. Jeffrey Thompson
January 10, 2014
Public Input for Strategic Programming (Meeting 2): Freelon will meet once with the OCPL Leadership
Team to review the outcome of the previous meeting, prioritize gathered information, and plan the
second public meeting. At the second public meeting Freelon will report back findings from the first
session. We will also conduct a series of more focused exercises to delve deeper into commonly shared
priorities and /or themes of particular interest. Part of the effort will be focused on more detailed siting
criteria. If a particular site has been identified, exercises may be specific to the conditions of that site
option.
Final Report (Meeting 3): Freelon will meet twice with the OCPL Leadership Team to review the outcome
of the previous meeting, prioritize gathered information, and review preliminary programming
documents. We envision a cycle of 2 -3 revisions of the program document which will include projected
space allocations, operational adjacencies, and qualitative descriptions based on Leadership Team and
public feedback. If a site has been assigned, the program may be projected onto the site to evaluate
how it fits the physical conditions of the site. The third and final public meeting will be used to report
back findings in the presence of the Board of County Commissioners and interested members of the
public.
Site Review Due Diligence: We understand that an Orange County team will review an assigned site for
the future Southern Branch Library. Freelon will be available to provide input on specific technical
questions after review by other members of the due diligence team to help measure compliance with
the technical requirements of a branch public library.
Deliverables
Freelon will submit five (5) hardcopies and one (1) electronic copy of the Final Report. Though the exact
contents may vary, the Final Report will generally include:
• Executive Summary
• Process (including a summary of public sessions and major findings)
• Site Selection Criteria
• Preliminary Southern Branch Library Program
• Program Adjacency Diagram
• Component Program Test Fit (of an assigned site)
• Next Steps
Schedule
We understand that a contract for this initial phase of work will be finalized by the end of January 2014.
Although no milestone dates have yet been discussed, we anticipate the entire process from our first
meeting with the OCPL Leadership Group to the delivery of the Final Report to be approximately 3 -4
months. Based on OCPL's needs this time can be adjusted.
Compensation
For the above noted scope of services, we propose a lump sum fee of Twenty -Nine Thousand Five
Hundred Dollars ($29,500). Fees will be billed on a monthly basis as a percent complete according to
the following table:
Public Input Facilitation $ 15,000
Strategic Southern Branch Programming $ 10,000
Technical Site Review Assistance $ 1,000
73
Page 3 of 3
Mr. Jeffrey Thompson
January 10, 2014
Final Report $ 3,500
TOTAL $ 29,500
Estimated Reimbursable Expenses
$ 1,500
Reimbursable expenses will be billed at cost + 10 %. Typical expenses include printing, copying, and
travel. Any unusual expenses such as out of town travel or lodging will be pre- approved by the owner.
We do not anticipate expenses to exceed 5% of the fee.
Architectural Rates
The following are the architectural
contained within this proposal:
Managing Principal
Lead Designer
Library Planner
Intern
labor rates to be used for the calculation of additional services not
$ 170
$ 145
$ 110
$ 70
We appreciate this opportunity to provide services to Orange County Public Library and look forward to
starting the public facilitation process. We are happy to answer any questions or discuss adjustments to
this proposal.
Sincerely,
THE FREELON GROUP, INC.
Derek Jones, AIA LEED AP
Principal