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HomeMy WebLinkAboutAgenda - 08-22-1995 - VIII-E 1 1 ORANGECOUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 15. 1995 Agenda Abstract Item SUBJECT: ORANGE COUNTY SURVEY/ARCHITECTURAL MANUSCRIPT PREPARATION: REQUEST FOR PROPOSALS DEPARTMENT: Planning PUBLIC HEARING: Yes X No ATTACHMENTS: INFORMATION CONTACT: Request for Proposals Donald R. Belk, Grant Project Outline Planner II/Special Proiects PHONE NUMBERS: Hillsborough 732-8181 Mebane 227-2031 Durham 688-7331 Chapel Hill 967-9251 PURPOSE: To consider a Request for Proposals, to be used in evaluating consultants' qualifications to complete the inventory of Orange County historic sites and complete the historical inventory manuscript. BACKGROUND: In January, 1995, the Board of Commissioners authorized the County Manager to apply for up to$9,525 from the Certified Local Governments(CLG)Survey and Planning Grant Program administered by the State Historic Preservation Office. The grant funds would be used for the completion of the County's historical architectural inventory and preparation of an inventory manuscript. Total project costs were estimated to be$12,385. In March, 1995, Orange County was awarded a CLG survey and planning grant of $5,000. At the April 3, 1995 meeting, the Board accepted the grant and directed the County Manager to inform the State Historic Preservation that the County's matching share of$7,385($4,515 cash/$2,870 in-kind services)would be included in the FY1995-96 budget. The Board approved the budget on June 26, 1995. Most of the grant funds($8,300)will be used to hire an experienced and reputable architectural historian/writer to conduct the survey completion/inventory manuscript. The person or firm will be selected from a list of qualified consultants provided by the State Historic Preservation Office. The project period will begin at the time of contract approval and end September, 1996. On August 8, the Historic Preservation Commission moved to recommend approval of the Request for Proposals and to forward their recommendation to the Board of Commissioners. RECOMMENDATION: The Administration recommends approval of the Request for Proposals. ORANGE COUNTY PLANNING DEPARTMENT 2 306F REVERE ROAD HILLSBOROUGH, NORTH CAROLINA 27278 c ; h€ REQUEST FOR PROPOSALS For: Completion of Architectural Survey/ Preparation of Architectural historical Manuscript Submission Deadline: . 1995 Contact: Donald R. Belk, Planner U/Special Projects Orange County Planning Department 306F Revere Road Hillsborough, North Carolina 27278 919/732-8181 Extension 2594 Orange County is seeking a qualified and experienced architectural historian to complete the Orange County Architectural Resources Survey and prepare a manuscript of the architectural history of the County, suitable for publication. Project Description The project consists of two parts: (1)complete the Orange County historic architectural resources survey; and (2) prepare a publication-suitable manuscript of the architectural history of the county. The project is part of Orange County's exemplary preservation program that emphasizes comprehensive planning and public involvement. Utilizing available federal, state, and local historic preservation funds, the Planning Department has undertaken inventories of historic architectural and archeological resources in the unincorporated portions of the county. The inventories have been conducted in three phases. Phase I consisted of the architectural inventory of the unincorporated portion of the Chapel Hill township. This project was completed in June, 1992. Phase III, completed in September, 1994, consisted of the archeological survey and preparation of a publication manuscript. Phase II,which began the inventory of the architectural resources within the unincorporated areas of the six remaining Orange County townships, will be the focus of the first part of this project. Project Requirements for Part One: Completion of Architectural Survey The initial Phase II fieldwork was completed as of year-end 1993, and resulted in a total survey of 507 3 structures. However, unforeseen problems precluded the successful completion of the inventory. It is estimated that approximately 75 structures remain for evaluation and possible inclusion in the inventory. Part One project activities will include field reconnaissance of the unevaluated sites. The consultant will determine which of the remaining structures should be surveyed, and will conduct the required research and file compilation. All survey work will be conducted in accordance with standards set forth by the State Historic Preservation Office, North Carolina Division of Archives and History. Locations of all surveyed sites will be annotated on USGS topographic maps for input to the County's geographic information system (GIS) database. Copies of all documentation and photographs provided to the State Historic Preservation Office will be provided to Orange County. Project Requirements for Part Two: Preparation of Architectural Historical Manuscript The consultant will compose the architectural history of the County and develop the manuscript into a form suitable for publication. Part Two project activities will include development of a publication outline, archival and oral history research,selection of entries for inclusion in the manuscript based upon a review of Phase I and Phase U survey results, photography of selected properties, and manuscript organization. The manuscript will be subject to the close review and advice of the Survey and Planning Branch, North Carolina Division of Archives and History. During the course of this project, the consultant will make three public presentations with the assistance of the Project Coordinator. The first presentation to the Historic Preservation Commission, to be conducted at the midpoint of the project period,will be a status report on the survey work and manuscript draft. The second appearance before the HPC will be a discussion of the final results of the Phase II Survey and presentation of the draft manuscript. Thirdly,the consultant will present the completed Phase H Survey and publication manuscript to the Orange County Board of Commissioners. It is the intent of Orange County to hire one contractor for the completion of Parts One and Two of this project. Project Schedule The project is estimated to take approximately 1 year to complete. The projected starting date is 1995, and all work must be completed by September 30, 1996. Consultants submitting a proposal must specify a starting date and completion date for the project. 2 1 4 O � a Q � Project Budget The total project budget is$12,385,funded by$4,515 from Orange County and a$5,000 CLG Survey and Planning Grant. The County's total share includes$2,870 of in-kind services and materials. Of the total cash amount for the project, $8,300 is earmarked for the consultant. Consultants submitting a proposal must provide, insofar as possible, an estimate of the amount of time to be expended on the project. Tyw of Contract The type of contract awarded will be on a cost reimbursement basis with a"not-to-exceed" provision. Consultant Selection/Qualifications Consultants or consulting firms will be evaluated in part on the basis of the following criteria 1. The person/firm must have performed satisfactorily on previous surveys as indicated by the State Historic Preservation Office; 2. The person/firm must demonstrate a professional writing capability with a style of high quality that is suitable for publication. 3. The person/firm must have adequate experience and staff to perform the work required,including previous work in the Chapel Hill, Orange County, and/or Research Triangle area; 4. The person/firm must have the ability to meet the time schedule established for the work; and 5. The person/firm must meet the qualifications of 36 CFR 61. There will be two main considerations in the selection process: (1) familiarity with the geographic area, and(2) previous publication of architectural history or historical treatises. However,these will not be the controlling criteria. Where two or more persons/firms are proposed to undertake the project,the proposal must specify in some detail the working relationship envisaged in the partnership or joint venture. This latter requirement does not apply where two or more persons are members of the same firm. 3 5 D � s Submission of Proposals Persons or consulting firms interested in the project are invited to submit a proposal,including a statement of qualifications which addresses the aforementioned criteria. References and samples of previous work must be submitted as part of the proposal. Proposals must be submitted to Orange County by 5:00 p.m. (DST) on . 1995. Proposals may be mailed or delivered to: Donald R. Belk, Planner WSpecial Projects Orange County Planning Department 306F Revere Road Hillsborough, North Carolina 27278 Telephone 919/732-8181, extension 2594 Questions regarding the project may also be addressed to the same individual. All proposals received will become the property of Orange County and will be evaluated to determine which proposal most closely meets the requirements of the County. At the discretion and option of Orange County, oral interviews may be conducted with one or more firms to assist in the selection process. Orange County reserves the right to reject any and all proposals and to accept the proposal most favorable to the County. 4 6 f North Carolina State Historic Preservation Office GRANT PROJECT OUTLINE Date: March 9, 1995 PROJECT NAME & TYPE: Orange County Survey Architectural Manuscript Prepara- tion CONTACT PERSON: Donald Belk, 306F Revere Rd., Hillsborough, NC 27278 STAFF SPECIALIST: Catherine W. Bishir GRANT FY: 1995 FEDERAL SHARE: $5,000 MATCH: $7385. Begin: 5/95 BUDGET: End: 9/96 $ 8,300 (Personnel: PI) 2,800 (Project coordinator&planner staff)* 630 (Travel and per diem) 435 (Photography, film, processing) 220(Office supplies, maps, postage) $12,385 TOTAL(*represents in kind match) PROJECT DESCRIPTION: The project is to complete preparation of a publication manuscript of the recent Orange County survey projects. This is eligible as a CLG project and ties in with an exemplary county preservation planning strategy that involves longterm planning, land use, and public involvement. Portions of this project were completed under a previous grant, but unforeseen problems precluded its successful completion. The current project is to com- plete the undertaking m order to produce a survey publication of high quality suitable to the resources of this outstanding county and in keeping with its exemplary planning program. Tasks will include photography, research, writing, editing, site plans, and floor plans. The local preservation planner will provide substantial assistance in field- work as well as project coordination.