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HomeMy WebLinkAboutAgenda - 06-03-2014 - 7aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 3, 2014 SUBJECT: Improvements in the Historic Rogers Road Neighborhood DEPARTMENT: County Manager ATTACHMENT(S): 1. Town of Chapel Hill Resolution dated February 10, 2014 2. Town of Carrboro Resolution dated March 4, 2014 3. Town of Carrboro Resolution dated April 22, 2014 4. OWASA Request for Qualifications — Historic Rogers Road Area Sanitary Sewer Extension 5. Interlocal Agreement Relating to OWASA's Assistance To Orange County Planning of Waste Water System Improvements to Serve The Rogers Road Area 6. Outreach Work Plan RENA/Jackson Center /Rogers Road Partnership Proposal Action Agenda Item No. 7 -a PUBLIC HEARING: (Y /N) No INFORMATION CONTACT: Michael Talbert, County Manager, 245- 2308 1 PURPOSE: To authorize the Chair to execute agreements with Orange Water and Sewer Authority ( OWASA) and the Jackson Center based on the scope of services outlined in Attachments 4 & 6. BACKGROUND: On March 6, 2014 the Board authorized the Manager to- 1 . Negotiate a cost sharing agreement with the Towns of Chapel Hill and Carrboro for a preliminary engineering estimate to provide sewer service to the 86 parcels identified by the Task Force not to exceed $130,000. 2. Negotiate a contract with OWASA for a preliminary engineering estimate to provide sewer to the 86 parcels identified by the Task Force not to exceed $130,000. 3. Negotiate a contract with the Jackson Center for Rogers Road Neighborhood engagement, not to exceed $50,000. P� Both the Town of Chapel Hill and the Town of Carrboro have reviewed preliminary engineering to provide sewer to the 86 parcels in the Historic Rogers Road Neighborhood identified by the Task Force and the Rogers Road Neighborhood outreach to be completed by the Jackson Center. Town of Chapel Hill On February 10, 2014 the Chapel Hill Town Council approved a resolution (See Attachment 1) directing the Town Manager to prepare agreements and appropriate budget action to initiate preliminary engineering and outreach efforts for the Rogers Road sewer project. Town of Carrboro On April 22, 2014 the Carrboro Board of Aldermen approved a resolution (See Attachment 3) directing the Town Manager to work with staff of OWASA, Orange County and Chapel Hill to refine the scope of services for community outreach, prepare appropriate agreements, and sign relevant agreements on behalf of the Town. On March 4, 2014 the Carrboro Board of Aldermen approved a resolution (See Attachment 2) participating and sharing the costs of preliminary engineering and outreach for the Historic Rogers Road Neighborhood. Orange Water and Sewer Authority ( OWASA) On May 8, 2014 the OWASA Board of Directors approved an Interlocal Agreement relating to OWASA's assistance to Orange County in planning for extension of Wastewater System Improvements to the Rogers Road Area (See Attachment 5). This Interlocal Agreement is based on the Request for Qualifications — Historic Rogers Road Area Sanitary Sewer Extension (See Attachment 4). Next Steps: Working with its partners the County continues to advance both the preliminary engineering for sewer improvements to the Rogers Road Community and community outreach. To expedite these Rogers Road initiatives, Orange County will become the contracting local government with both OWASA and the Jackson Center. The cost associated with the preliminary engineering for sewer and community outreach will be shared 14% Carrboro, 43% Chapel Hill and 43% for Orange County. The total cost of both the preliminary engineering for sewer and community outreach will not exceed $180,000. A separate reimbursement agreement will be drafted by the County Attorney with both the Towns of Chapel Hill and Carrboro to reimburse the County for their share of the project. FINANCIAL IMPACT: On March 6, the Board approved funding for the County's share of an initial engineering and community outreach not to exceed $77,400. The total cost of the preliminary engineering for sewer improvements to the Rogers Road Community and community outreach will not exceed $180,000, with the County's share not exceeding $77,400, and the balance will be reimbursed by the Town of Chapel Hill ($77,400) and Town of Carrboro ($25,200). There are sufficient funds currently in the Historic Rogers Road Neighborhood Community Center Capital Project to use toward the total costs of $180,000 until such time as reimbursements are received by the Towns. Future improvements in the Historic Rogers Road Community are uncertain, until direction is provided by the Board of County Commissioners. 3 RECOMMENDATION(S): The Manager recommends that the Board authorize the Chair to execute an Interlocal Agreement with OWASA for preliminary engineering services for waste water system Improvements (Attachment 5) to serve the Rogers Road Area, and an Agreement with the Jackson Center (to be drafted by the County Attorney) to work in partnership with the Rogers Eubanks Neighborhood Association (RENA) to undertake the community outreach initiative in the Rogers Road Community. A separate reimbursement agreement will be drafted by the County Attorney with both the Towns of Chapel Hill and Carrboro to reimburse the County for their share of the project, and will be presented to the Board at the September 4, 2014 regular meeting. 4 Attachment 1 A RESOLUTION INITIATING FUNDING FOR PRELIMINARY ENGINEERING AND OUTREACH FOR THE ROGERS ROAD SEWER PROJECT AND CONTINUING THE PUBLIC HEARING FOR THE EXTRATERRITORIAL JURISDICTION BOUNDARY AMENDMENT (2014- 02- 10/R -3) WHEREAS, the Town Council re- opened the Public Hearing for the Extraterritorial Jurisdiction Boundary Amendment on October 21, 2013 and continued the hearing to January 13, 2014 and continued the hearing to tonight; and NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council continues the Public Hearing, to be reconvened in the fall 2014. BE IT FURTHER RESOLVED that the Council directs the Town Manager to prepare agreements and appropriate budget action to initiate preliminary engineering and outreach efforts for the Rogers Road sewer project; This the 10th day of February, 2014. Attachment 2 A RESOLUTION SPECIFYING FOLLOW -UP ACTIONS RELATED TO PRELIMINARY ENGINEERING AND OUTREACH EFFORTS FOR HISTORIC ROGERS ROAD SEWER PROJECT WHEREAS, the Board of Aldermen has supported efforts to make improvements in the Historic Rogers Road area, most recently evidenced by active participation in the work of the Historic Rogers Road Neighborhood Task Force; and WHEREAS, the Board of Aldermen has previously adopted resolutions expressing its commitment to allocating $900,000 towards Rogers Road improvements; and WHEREAS, the Board of Aldermen appropriated $450,000 from the Town's fund balance to support Rogers Road - related improvements on April 2, 2013; and WHEREAS, following the consensus from the November 21, 2013 Assembly of Governments meeting to move forward with further analysis of the mechanics /feasibility of the sewer alignments that were identified through preliminary investigations, OWASA staff has provided a preliminary scope of work and cost for this next step; and WHEREAS, The Town of Chapel Hill has also estimated the cost of a public outreach effort, a concept identified by the Managers and also endorsed by the HRRTF that would seek to identify action steps to provide sewer service to the neighborhood. NOW, THEREFORE BE IT RESOLVED that the Board of Aldermen resolution directing the Town Manager to work with staff of OV1'ASA, Orange County and Chapel Hill to refine the scopes of services for sewer extension and outreach, prepare appropriate agreements, and sign relevant agreements on behalf of the Town. This is the 4th day of March in the year 2014. 5 Al Attachment 3 A RESOLUTION SPECIFYING FOLLOW -UP ACTIONS RELATED TO COMMUNITY OUTREACH EFFORTS FOR HISTORIC ROGERS ROAD SEWER PROJECT WHEREAS, the Board of Aldermen has supported efforts to make improvements in the Historic Rogers Road area, most recently evidenced by active participation in the work of the Historic Rogers Road Neighborhood Task Force; and WHEREAS, the Board of Aldermen has previously adopted resolutions expressing its commitment to allocating $900,000 towards Rogers Road improvements; and WHEREAS, the Board of Aldermen appropriated $450,000 from the Town's fund balance to support Rogers Road - related improvements on April 2, 2013; and WHEREAS, The Town of Chapel Hill has also estimated the cost of a public outreach effort, a concept identified by the Managers that seeks to identify action steps to provide sewer service to the neighborhood. NOW, THEREFORE BE IT RESOLVED that the Board of Aldermen directs the Town Manager to work with staff of OWASA, Orange County and Chapel Hill to refine the scope of services for community outreach, prepare appropriate agreements, and sign relevant agreements on behalf of the Town. This is the 22nd day of April in the year 2014. Attachment 4 REQUEST FOR QUALIFICATIONS Orange Water and Sewer Authority Historic Rogers Road Area Sanitary Sewer Extension CIP Project No. 276 -54 April 8, 2014 1. INTRODUCTION Your firm is hereby invited to submit a written statement of qualifications to provide engineering services for the possible extension of sanitary sewer to properties located in the Historic Rogers Road Area (HRRA) of southern Orange County. OWASA intends to select an engineering consultant for this project based upon the qualifications packages received in response to this Request for Qualifications (RFQ). NOTE: The initial scope of work will be limited to preliminary engineering services only. Should it be determined that design, permitting, bidding, construction administration, and construction inspection services are required, OWASA may use the same consultant or issue another RFQ for those services. To be considered by OWASA, responses to this RFO must be received by 2:00 p.m. on May 20 2014. Refer to Section S — Proposal Requirements for additional details. 2. OBJECTIVE The primary objective of the preliminary engineering phase of this project is to: Collect field data and subsurface information in support of the possible extension of public sanitary sewer service to properties located within the HRRA. Currently, it is estimated that approximately 3,000 linear feet (LF) of 12 -inch diameter gravity sanitary sewer main and approximately 16,000 LF of 8 -inch diameter gravity sanitary sewer may be needed to serve approximately 86 identified, discrete land parcels located within the HRRA (see Attachment A). 3. PROJECT BACKGROUND AND DESCRIPTION The Historic Rogers Road Area Sewer Concept Map (Attachment A) is the result of a table top exercise that was developed several years ago by OWASA staff at the request of the local governments (Orange County and the Towns of Carrboro and Chapel Hill) to explore the possibility of providing public sanitary sewer service to specific land parcels located within the HRRA. The map depicts a possible layout to serve 86 parcels which, currently, do not have access to public sanitary sewer. The depicted gravity sanitary sewer system layout is based upon topographical information provided to OWASA by Orange County. 7 Request for Qualifications Historic Rogers Road Area Sanitary Sewer Extension April 8, 2014 Page 2 of 4 4. SCOPE OF SERVICES Engineering services required by OWASA for this project shall be completed in general accordance with the following scope of services. The final scope of services will be negotiated with the selected engineering firm. The following major tasks are expected to be included in the final scope of services: • Phase I Services (Preliminary in En Q eering Services) — o Phase la (Updated Conceptual Alignment /Budget /Options Comparison): ■ Provide a review of the current conceptual gravity sanitary sewer layout, including site inspections with OWASA staff, that will result in a GIS- based exhibit, to include; • Identification of any properties for which providing gravity sanitary sewer service may be significantly more costly relative to other properties in the HRRA and recommended alternative sanitary sewer service options (such as individual house pumps); • Preliminary project budget estimates (including all engineering and construction services) for updated or alternative concepts if they vary significantly from the current concept; and • Comparison of the relative merits of all identified options and identification of the most cost effective option. o Phase lb (Field Surveyinz Geotechnical and Subsurface Investigations, and Total Project Budget -level Cost Estimate of the Selected Option • Provide plane survey field and office services resulting in exhibits denoting the possible sanitary sewer alignment; • Provide geotechnical field investigations, information, analysis, and a summary report including recommendations typical of those needed for the design of underground sanitary sewer mains; • Provide field subsurface utility location investigations, information, analysis, and a summary report including recommendations typical of those needed for the design of underground sanitary sewer mains; and • Provide a budget level total project cost estimate (including all previous, current, and future engineering services; construction contractor services and materials; and a project contingency) and a project schedule for the selected option. NOTE: All, some, part, or none of the Phase 2 and Phase 3 services may be authorized. Phase 2 Services (Design Engineering, Advertizing, and Bidding Services) — o Provide survey exhibits suitable for use in the acquisition of any needed easements; o Provide designs which meet OWASA standards and specifications and other regulatory requirements; o Provide bid documents meeting requirements for formally bid contracts; o Prepare and submit permits required for the project; and o Assist with construction contract bidding (including contractor prequalification). Request for Qualifications Historic Rogers Road Area Sanitary Sewer Extension April 8, 2014 Page 2 of 4 4. SCOPE OF SERVICES Engineering services required by OWASA for this project shall be completed in general accordance with the following scope of services. The final scope of services will be negotiated with the selected engineering firm. irm. The following major tasks are expected to be included in the final scope of services: • Phase I Services (Preliminary En ing eering Services) o Phase ]a (Updated Conceptual Alignment /Budget/Options Comparison): ■ Provide a review of the current conceptual gravity sanitary sewer layout, including site inspections with OWASA staff, that will result in a GIS- based exhibit, to include; • Identification of any properties for which providing gravity sanitary sewer service may be significantly more costly relative to other properties in the HRRA and recommended alternative sanitary sewer service options (such as individual house pumps); • Preliminary project budget estimates (including all engineering and construction services) for updated or alternative concepts if they vary significantly from the current concept; and • Comparison of the relative merits of all identified options and identification of the most cost effective option. o Phase ]h (Field Surveying, Geotechnical and Subsurface Investigations, and Total Project Budget -level Cost Estimate of the Selected Option): • Provide plane survey field and office services resulting in exhibits denoting the possible sanitary sewer alignment; • Provide geotechnical field investigations, information, analysis, and a summary report including recommendations typical of those needed for the design of underground sanitary sewer mains; • Provide field subsurface utility location investigations, information, analysis, and a summary report including recommendations typical of those needed for the design of underground sanitary sewer mains; and • Provide a budget level total project cost estimate (including all previous, current, and future engineering services; construction contractor services and materials; and a project contingency) and a project schedule for the selected option. NOTE: All, some, part, or none of the Phase 2 and Phase 3 services may be authorized. • Phase 2 Services (Design Engineeria, Advertizia and Biddia Services) o Provide survey exhibits suitable for use in the acquisition of any needed easements; o Provide designs which meet OWASA standards and specifications and other regulatory requirements; o Provide bid documents meeting requirements for formally bid contracts; o Prepare and submit permits required for the project; and 0 Assist with construction contract bidding (including contractor prequalification). X Request for Qualifications Historic Rogers Road Area Sanitary Sewer Extension April 8, 2014 Page 3 of 4 • Phase 3 Services (Construction Administration and Observation) o Assist with public communication efforts; o Provide construction contract administration; o Provide inspection services; and o Provide closeout documentation (record drawings, CAD files, Engineer's Certifications, etc.). 5. PROPOSAL REQUIREMENTS Responses to this RFQ must be received by 2:00 p.m. on May 20, 2014. Firms that desire to be considered shall submit four (4) copies of their qualifications package by mail or hand delivery to: F. Stuart Carson, P.E. Engineering Manager— Capital Projects Orange Water and Sewer Authority 400 Jones Ferry Road Carrboro, NC 27510 To be considered responsive to this RFQ, a submittal shall address each of the following items: • Identify the proposed project manager and project team and provide experience and qualifications information relevant to the scope items listed for all phases in Section 4 above. • Identify at least two (2) similar projects performed by your firm and /or project team within the last seven (7) years including relevant, current reference contact person information for each identified project. • Project (Phase 1 Services only) Schedule: provide an achievable schedule with sufficient detail to demonstrate your familiarity with type of work (including procurement of subconsultants, mobilization, property access, permitting, and reporting). • Project (Phase 1 Services only) Concerns: Identify any areas of concern to successful completion of the preliminary engineering services phase of this project. Please submit no more than six (6) sheets of 8 -1/2 inch by 11 -inch paper with the required information printed on both sides of the sheets (i.e. no more than 12 pages printed on each side of six (6) sheets of paper) in response to this RFQ. OWASA intends to select a firm on a qualifications basis within two weeks of receiving the responses to this RFQ, and expects to complete final scoping and contract negotiations within 30 calendar days of selecting the best qualified firm. OWASA reserves the right to reject any and all proposals, to waive any and all formalities, and to disregard all nonconforming or conditional proposals. 10 Request for Qualifications Historic Rogers Road Area Sanitary Sewer Extension April 8, 2014 Page 4 of 4 6. REFERENCES Relevant OWASA GIS information for the HRRA is available upon request and upon completion of OWASA's Sensitive Information Request form (Attachment B). NOTE: If your firm currently has an active sensitive information registration you do not need to complete the form. You may contact Joe Leo, OWASA Engineering Technician, at (919) 537 -4242 or JLeo(.,owasa.org to request the GIS information. 7. QUESTIONS All questions regarding this RFQ must be emailed to F. Stuart Carson, P.E., OWASA Engineering Manager — Capital Projects at S Cars onLowas a. org. 8. ATTACHMENTS A. Historic Rogers Road Area Sewer Concept Map B. OWASA Sensitive Information Request Form 11 loll ■■ ♦�� `N MINE lima Logo= 12 IOWASAI Application for Registration to Obtain Sensitive Infrastructure Information In accordance with OWASA's Administrative Guide titled PROTECTION OF SENSITIVE INFRASTRUCTURE INFORMATION, I hereby provide the following information necessary to obtain sensitive maps, plans, data or other engineering information pertaining to OWASA's water and wastewater infrastructure. I further understand that registration is valid for a period of one year from date of registration (all fonns expire on 31 December of the year of expiration) after which I will be required to update and renew registration. I further agree and understand that both I and /or my organization is prohibited from otherwise copying or distributing the information to anyone outside of my immediate business concerns for any purposes not directly related to the projects for which the information was obtained. I hereby designate the following individuals as agents of our organization and request they be allowed to obtain information as described above. As a condition of any approval granted, we will immediately notify OWASA in writing upon termination of employment of any employees listed below. We also request to be allowed to add employees in a similar manner. Authorized Individuals: Printed Name: Address: Phone Number: Email Address: * Professional License Type and Number (if applicable): Signature: Date: OWASA O ce Use Onl This registration approval becomes effective and will expire on December 31, OWASA Approval: Signature Date 13 Attachment 5 NORTH CAROLINA ORANGE COUNTY INTERLOCAL AGREEMENT RELATING TO OWASA'S ASSISTANCE TO ORANGE COUNTY IN PLANNING FOR EXTENSION OF WASTEWATER SYSTEM IMPROVEMENTS TO SERVE THE ROGERS ROAD AREA This Interlocal Agreement for the preliminary engineering for a wastewater system project in the Rogers Road Area is dated as of , 2014, and is entered into by and between Orange Water and Sewer Authority (hereinafter OWASA), an authority organized under Chapter 162A, North Carolina General Statues, and the County of Orange (hereinafter County), organized under Chapter 153A of the North Carolina General Statues. WHEREAS, the County desires at its expense to begin planning for the provision of wastewater system lines and facilities to serve residents located in the Rogers Road area of southern Orange County, herein the "Project," which will be connected to lines in areas already served by OWASA's existing public wastewater collection lines and facilities; and, WHEREAS, the County is to determine the scope of the Project; and WHEREAS, the County desires to obtain OWASA's assistance to obtain preliminary engineering work necessary to determine the scope and predict the costs of this Project, to the end that the Project improvements will be constructed and extended in accordance with OWASA's collection system standards, into which the Project lines will flow; and WHEREAS, OWASA desires and is willing to assist the County with the successful completion of this Project work; NOW, THEREFORE, the parties agree as follows: 1. Purpose. The purpose of this Agreement is to establish the financial and other responsibilities of the parties for certain preliminary engineering necessary to determine the 14 Page 2 of 5 scope of the Project, as will be described in Exhibit A, as the same may be revised from time to time by the parties. 2. Preliminary Engineering Activities. a. OWASA shall undertake to prepare or have prepared preliminary engineering work to assist the County in determining the scope, location, design, and course of work that will be necessary to complete the Project. To the extent known and available at the time this Agreement is executed, the nature and extent of the Project shall be as described in Exhibit A, to be attached. If not available at the time this Agreement is executed, Exhibit A may be hereafter provided, or amended from time to time, by the parties, at the County's direction. b. OWASA shall employ engineers and consultants as necessary to assist in this work. OWASA's staff may also assist in this work. OWASA shall be solely responsible for costs incurred by its own staff work. Orange County shall reimburse OWASA for the costs of work by outside engineers and consultants engaged by OWASA, with the County's concurrence, for this work. C. Design plans for the Project shall be consistent with OWASA's usual standards and specifications, and shall be executed in accordance with OWASA's usual procedures, as well as with the County's directions as to scope of the Project facilities. OWASA shall develop the draft scope for this preliminary engineering work; provided, both the County and OWASA shall approve the final scope of work for the preliminary engineering work for the Project. d. The costs of the preliminary engineering for the Project shall initially be paid for by OWASA. Upon receipt of OWASA's invoices to recover the costs for this work, the County shall reimburse OWASA for all costs associated with the preliminary engineering work 15 Page 3 of 5 for the Project. OWASA shall be solely responsible for the costs of its own staff's work in coordinating the preliminary engineering work for the Project. In order to ensure proper and effective project management, the engineering consultant and any sub - consultants shall report to OWASA staff who shall work closely with County staff to ensure the County's requirements for the Project are met. In the event of any apparent conflicts between the County's and OWASA's requirements, the parties shall work together to find reasonable compromise and accommodations for the Project, consistent with OWASA's service standards. f. In close coordination with OWASA and consistent with the need for effective project management, the County Staff will have full access to the engineering consultant(s) and all relevant sub - contractors, who, at the County's request, shall meet with the County representatives or otherwise provide any information needed by the County on any aspect of the Project. OWASA will authorize the engineering and consultant(s) and subcontractors to meet with County representatives and to provide any information needed by the County on any aspect of the Project. g. The County shall be responsible for contracting with and coordinating community outreach partnering with organizations such as the Jackson Center and Rogers Eubanks Neighborhood Association to identify action steps to provide information and assistance concerning the Project to the Rogers Road neighborhood. h. Costs for the Project shall not exceed one hundred thirty thousand dollars ($130,000.00). Should the parties anticipate costs will exceed this amount the parties shall consider an amendment to this Interlocal Agreement to address the cost increase. 16 Page 4 of 5 3. Ownership Interests of the Parties; Duration of Agreement; Funding; Miscellaneous. a. Upon satisfactory completion of the Project, OWASA shall retain title to products and deliverables obtained pursuant to this Agreement, and shall share such deliverables with the County as the County may request. b. The preliminary engineering responsibilities and obligations of the parties shall continue until this phase of Project planning is completed. C. The County shall allocate sufficient funds to pay for all the expenses actually incurred, and for which it is responsible under the scope of this agreement. d. Both parties agree that it may be necessary to change the scope of work for the engineering consultant(s) required for the Project, and that any such changes must be approved by both parties. However, OWASA shall keep the County fully advised with respect to all change orders necessary for completion of the Project. e. Payment of the engineering consultant(s) will be administered and made by OWASA. The County will be invoiced monthly and will reimburse OWASA in full within 30 days for all expenses related to this Project. f. Each party will designate a single point of contact for the day -to -day administration for all aspects of this agreement for the express purpose of efficient project management. It will be the responsibility of this contact person to disseminate information to their respective organizations. g. Both parties recognize the importance of timely reviews and approvals. Each party will use their best efforts to provide and complete responses to issues dealing with plan reviews, proposed change orders, payment, and project acceptance. Page 5 of 5 4. Amendments. All amendments to this agreement shall be approved by both parties and must be in writing. No amendments not in writing and executed with the formalities of this Agreement shall be valid. 5. Trust and Support; Cooperative Effort. Both parties agree that there are many issues and details relating to the successful completion of this project which are not specifically covered in this agreement. Both parties further agree to observe as a guiding principle, "trust and support," with respect to successfully resolving any issues which may arise during the duration of this agreement. IN WITNESS WHEREOF, the parties have entered into and caused to be executed in their names this Interlocal Agreement, to be effective from and after this day of , 2014. ORANGE COUNTY ORANGE WATER AND SEWER AUTHORITY Orange County Commissioners, Chair Pre -audit Certification by County Finance Officer: Approved as to form and legality: Orange County Attorney OWASA Board of Directors, Chair Pre -audit Certification by OWASA Finance Officer: OWASA General Counsel 17 Attachment 6 Outreach Work Plan RENA /Jackson Center /Rogers Road Partnership Proposal EXHIBIT A: Work Program 1. OVERVIEW 18 The objective of the Marian Cheek Jackson Center (MCJC) is to work in partnership with Rogers Eubanks Neighborhood Association (RENA) to undertake an extensive community engagement initiative in the Historic Rogers Road Neighborhood as defined by the 2013 Task Force Report. This initiative will connect to all 86 Historic Rogers Road parcels and involve an even broader number of stakeholders in discussion about implementation of the sewer project and implications of potential development after sewer installation. This effort will be grounded in a collaborative and participatory process within the Historic Rogers Road Neighborhood. It will leverage RENA's strengths and connections, and it will utilize the experience that the Jackson Center has gained through the Northside Project and the Sustaining OurSelves coalition work. We will also collaborate with (and contract) mapmakers and technical support to ensure that the deliverables and synthesis documents last far beyond the Jackson Center's active role. 2. OBJECTIVES The main objectives of this effort will be: 1) To affirm neighborhood interests and aspirations throughout the community in collaboration with RENA and other Rogers Road leaders. 2) To reach and engage owners of all 86 parcels identified in the Historic Rogers Road Neighborhood plans in discussions about implications of potential development after sewer installation. 3) To engage, preserve, and organize the history of the Historic Rogers Road Neighborhood. 4) To help residents prepare for sewer installation and begin discussions about broader community development frameworks that would help protect and preserve Historic Rogers Road and lay the groundwork for proactive participation in future development conversations and plans. 5) To provide technical support to RENA and the three jurisdictions to meet broad -based goals in timely and comprehensive manner. 6) To synthesize data, feedback, and strategies in forms that will be useful for the Historic Rogers Road Neighborhood, Orange County, the Town of Chapel Hill, and the Town of Carrboro. 1 3. SCOPE OF SERVICES Concentration 1: Historical Research and Stakeholder Connection Leaders from the Historic Rogers Road Neighborhood have organized the community for decades. Our collaborative model builds on the history and strengths of their past and present organizing and community work. We will begin with an initial intensive review of historical efforts and archival documents. We will connect with community and municipal stakeholders to understand interests and map existing networks. We utilize creative community -based projects to honor and mobilize history in ways that engage residents and other stakeholders and opens dialogue. We see this work as foundational to coalition - building and planning processes. The scope of work will include the following: • Review extensive historical documents from RENA and municipal archives • Research past and current community organizing efforts to map networks and identify gaps in outreach efforts and household data sources • Host small group meetings with stakeholders, municipal leaders, long- term, and newer neighbors to engage history of efforts and develop a clear sense of current interests, concerns, and aspirations of various stakeholders. • Conglomerate most useful historical information and identified gaps as guide to engagement and communication efforts Concentration 2: Broad -based community engagement and communication This will be the primary focus of our effort: three months of intensive outreach, communication, and engagement. We will use broad -based communication (door -to -door conversations, small and large group community forums, church outreach, oral histories, community newsletters, etc), community- mapmaking, and data organization to deepen civic engagement, address identified outreach gaps, and ensure that all historical parcels are reached. We will focus conversations on implications of various potential development scenarios and plans for prudent and equitable growth after sewer installation. The scope of work will include the following: • Support and implement broad -based communication strategies that have been successful in Northside. These efforts will allow us to reach and involve households across the neighborhood, with a particular focus on the 86 identified historical parcels. • Gather and conglomerate household and community data into a community -owned database that allows RENA to organize and access all Pa 19 OATi7 needed data easily and provide information necessary for Orange County and the municipalities to implement the sewer project. Initiate a community mapmaking initiative to utilize neighborhood expertise, assess potential development scenarios, and engage neighborhood interests (by contracting mapmaker with extensive expertise in coalition - building through mapping) Concentration 3: Synthesis and groundwork for long -term planning In our initial analysis, current efforts can be supplemented by: 1) synthesis of community aspirations, feedback and strategies to address concerns, and data on parcels and households transparent for all stakeholders, and 2) laying the community groundwork for addressing questions about potential development and growth in a proactive manner. The primary goals of the Historic Rogers Road Neighborhood Task Force were to identify ways to provide sewer and to support/ sustain the community center. As the jurisdictions proceed with these goals, engaging neighbors in discussions about potential development and broader community needs and aspirations will help ensure inclusivity and provide protections for the Historic Rogers Road Neighborhood. Our efforts will allow all stakeholders to see that the "gives" and "gets" of options are being discussed, considered, and clarified by neighbors as implementation of the goals proceed. The scope of work will include the following: • Provide weekly intensive technical assistance to RENA and other community leaders to clarify action steps and host conversations about the implications of potential development scenarios • Coordinate monthly meetings between community stakeholders and key staff of each of the municipalities to discuss ongoing efforts and lingering questions • Consolidate partnerships in the Historic Rogers Road Neighborhood for more effective creation of an implementation strategy. • Identify potential make -up of a future "compass" group, including long- term and newer neighbors outside of the public eye. • Create synthesis document that includes clear summary of interests and aspirations, community maps, and relevant data of the historic neighborhood. • Incorporate feedback with Historic Rogers Road Neighborhood leaders as basis for action plan. • Present synthesis document by end of scope of work, with mobilized outreach strategies to address questions by relevant government meetings along the way. EXHIBIT B: Timeline and Compensation Timeline for 3 areas of concentration and intensive engagement: June 10- September 10* Benchmarks will be decided on in collaboration with partners. *We will provide additional technical support for RENA beyond scope of the contract but the deliverables will be completed by mid - August. 21 Compensation: Our model for compensation balances several pieces: 1) We will be utilizing our most experienced staff for nearly full -time intensive work over 3 months to ensure that work is completed in a timeline and comprehensive manner (over 700 hours of professional staff time). 2) We will be sub - contracting RENA for significant weekly neighborhood organizing and connection, historical exploration, and capacity building. Like our initiative with Self -Help, our subcontract with RENA will go beyond staffing time to include program support that enable their staff to fully participate in this effort and forward overall community goals. 3) We will be sub - contracting professional mapping and design services and other technical expertise that will be necessary for effective synthesis, neighborhood connections Area 1: Historical Research and Stakeholder Connection $8,600 Area 2: Broad -based community engagement and communication $30,500 Area 3: Synthesis and groundwork for long -term planning $10,850 Total Compensation: $49,950 *The total compensation includes all staff costs, sub - contracts (RENA, mapping, database, technical and design, etc) and program support that will enable this initiative to be successful. Initial advance: We are requesting initial payment of at least $13,175 (Area 1 plus 15 % of area 2) to enable full immediate staffing commitment. The rest of disbursements can be along the way as benchmarks are completed. 4