Loading...
HomeMy WebLinkAboutAgenda - 03-13-2007-10aORANGE COUNTY BOARD OF COMMISSIONERS CONSENT ITEM ABSTRACT Meeting Date: March 13, 2007 Agenda Item No. ((~ ~~ SUBJECT: Comprehensive Plan Update Status DEPARTMENT: Planning & Inspections PUBIC HEARING: (Y/N) ATTACHMENT(S): 1) Adopted Comprehensive Plan Update INFORMATION CONTACT: Process, Including Status Tom Altieri, Comprehensive Planning 2) Adopted Comprehensive Plan Roles Supervisor, 245-2579 3) RFQ for Consulting Services (Synthesizing Consultant) 4) Comprehensive Plan Update Timetable PURPOSE: Hear a brief presentation on the status of the Comprehensive Plan Update and provide an opportunity for the Board of County Commissioners to ask questions. BACKGROUND: Origin: At its October 3, 2006 meeting, the Board of County Commissioners (BOCC) adopted a process (Attachment 1) for updating the Comprehensive Plan as well as the various roles of County staff, advisory boards, and elected officials (Attachment 2) during the update. Who's Involved: Board of County Commissioners (BOCC), multiple county advisory boards and departments, as well as the general public. Status: The Comprehensive Plan Update is on schedule and there are no problems for the BOCC to address at this time. The County is approximately halfway through Phase I of the two-phased process to update the Comprehensive Plan. Each phase spans approximately 1-year. Full Report: Planning Board - At the February 7, 2007 Planning Board Meeting, the Board: 1) decided to start each regular meeting at 6:30 PM to address Comprehensive Plan items until 7:30 PM when they will begin their regular agenda items (Planning Board meets on the first Wednesday of each month); 2) reviewed and discussed feedback from the January 16th Joint Boards Meeting; and 3) authorized staff to post additional material to the Comprehensive Plan Update website. At the March 7th Planning Board Meeting, the Board: 1) appointed liaisons and alternates to the Economic Development, Natural and Cultural Systems, and Recreation and Parks 2 Elements; 2) discussed guidelines for Element Lead Advisory Boards to develop goals for each Element of the Comprehensive Plan; 3) the evaluation of the 1981 Land Use Element (Comprehensive Plan); and 4) received the first draft of the County Profile (Data) Element. Element Lead Advisory Boards and the following additional boards: Advisory Board on Aging• Board of Health• Orange Public Transportation• and Solid Waste Advisory Board - May be appointing a Liaison and an alternate to any or all Elements of the Plan. Liaisons serve as a conduit for the exchange of information from Element Managers and Lead Advisory Board(s) back to their own respective board. Synthesizinq Consultant -Attachment 3 includes the Request for Qualifications (RFQ) for a consultant to "synthesize" the existing county reports and studies that have been completed by various county departments, advisory boards, and in some cases consultants; to identify any missing components typically included in a Comprehensive Plan; and repackage into a Draft Comprehensive Plan. This Attachment includes the schedule and process for procuring consulting services and has been posted on the NC Chapters of the American Planning Association and the Society for Technical Communication websites. Website - http•//www.co.orange.nc.us/plannincl/compre cpupdate.asp The following items have been added to the website: 1) 1981 Land Use Plan/Element and the PowerPoint Presentation; 2) Intro to Comp Plan Brochure; 3) What is the Comprehensive Plan? (Purpose and Scope); 4) Draft Table of Contents for the Comprehensive Plan; and 5) Opportunities for Citizen Knowledge, Access and Participation. What's Next and When will BOCC Review: BOCC -Planning Staff will provide their next report to the BOCC in May. The Commissioners may also consider a contract for consulting services at that time, if not earlier, to procure the services of a synthesizing consultant. In June, the BOCC will consider the approval of the Legal Ad for the August 27, 2007 Quarterly Public Hearing to present draft Goals and County Profile (Data) Element. Planning Board - In April the Planning Board will discuss: 1) Draft County Profile (Data) Element; 2) Guidelines for Element Lead Advisory Boards to develop Goals; and 3) upcoming Joint Boards Meeting. Element Lead Advisory Boards -The next Joint Boards Meeting will take place on April 17th, 7:00 PM, at the Southern Human Services Center. At this meeting, the Advisory Boards will receive guidelines from the Planning Board on how to develop Goals for their respective Elements. Timeline: (See Attachment 4) FINANCIAL IMPACT: There is no direct fiscal impact associated with this presentation. RECOMMENDATION(S): The Manager recommends that the Board hear staff's presentation and ask questions as may be appropriate. ATTACHMENT 1 Comprehensive Plan Update Process, Including Status Phase 1, Framework, Guidelines, County Profile Element, and Goals Developed: 1) Develop Plan Framework and Guidelines a) Planning Staff develops Comprehensive Plan Process website for posting schedule, meeting dates, work products, BOCC principles, and any other information requested by the Planning Board. (Gomplete) b) Planning Board/Staff develop process for updating the BOCC throughout the Comprehensive Plan development process. (Complete) c) Planning Board/Staff develops opportunities for citizen knowledge, access, and participation. (Complete) d) Planning Board/Staff define Purpose and Scope of Comprehensive Plan. (Complete) e) Planning Board/Staff review sample Comprehensive Plans from other jurisdictions to develop Table of Contents and definitions for Comprehensive Plan, reflecting sections that cross Elements, as well as sections to be addressed under each Element, and ensure comprehensiveness. Links to other comprehensive plans are provided on website. (Complete) f) Element Managers develop formatting requirements for Comprehensive Plan (i.e. font. type, size, numbering scheme, etc). (Underway) g) Check-in point with BOCC. (Underway, Completed March 13, 2007) h) Planning Board/Staff reviews the "1981 Land Use Element/Comprehensive Plan". (Complete) i) Planning. Board/Staff develop guidelines for each pertinent advisory board to develop its own Draft Goals and Objectives consistent with BOCC principles in a collaborative effort. (Completed Goals, Objectives to follow) j) Planning Board/Staff develop Process/Guidelines for the implementation of action strategies that are included in Draft Elements. Those that involve amendments to the County's land use ordinances (Land Use Element, Zoning, Subdivision, etc.) must be channeled through the Planning Board. (Upcoming) k) Planning Board/Staff develop Process for periodic evaluation and update of completed Comprehensive Plan. (Upcoming) I) BOCC endorses process/guidelines for implementation of amendments to land use ordinances (Land Use Element, Zoning, Subdivision, etc.). (Upcoming) 2) Draft County Profile Element a) Planning Board/Staff compile, review, and select data (e.g. demographic, socioeconomic, and agricultural) available from Planning Department, other County Depts. and other sources. (Complete) b) Planning Board/Staff interpret historical data, identify trends/assumptions, and prepare projections. (Underway) c) Planning Board/Staff develop list of tables/charts/graphs to be included in County Profile. (Complete) d) Planning Staff prepares Draft County Profile Element for Planning Board review and comment. For comparison, more than one source can be used for projections (i.e. Planning Department and State of NC) and more than one scenario can be provided (i.e. low, medium, and high growth). Planning Staff will Approved by Orange County Board of County Commissioners 10/03/06 4 . also review historical projections to see how accurate they have been. (Complete) e) Planning Staff revise Draft County Profile Element to address Planning Board's comments. (Upcoming) f) Planning Staff and Planning Board forward Draft County Profile Element and guidelines for use to Element Lead Advisory Boards for preliminary review in advance of upcoming joint advisory board meeting. (Upcoming) g) Check-in point with BOCC. (Upcoming in May 2007) 3) Planning Board and Planning Staff (Meeting Facilitator?) Conduct Joint Advisory Board Meeting(s) a) Present Draft Purpose and Scope (Complete) b) Present adopted process and schedule (Complete) c) Present Draft County Profile Element for feedback (Underway) d) Distribute the Planning Board's evaluation of the 1981 Land Use Element/Plan (original Comprehensive Plan) (Underway) e) Convey process for developing new Goals and Objectives, which will include independent work on behalf of pertinent advisory boards. Advisory Boards asked to designate Liaisons. (Goals Upcoming, Objectives to follow) Progress ends here as of March 13, 2007 4) Element Lead Advisory Boards Develop Work Products - [a Planning Board and Planning Staff Liaison will be available upon request to assist each advisory board through these steps.] a) Review adopted County Principles, goal development guidelines, and other pertinent documents as determined by the Element Lead Advisory Board. b) Each advisory board will be invited to summarize or reference its own existing reports and plans, which are forwarded to the Planning Staff for distribution to other advisory boards. c) Each advisory board will be invited to comment on Draft County Profile Element and will develop new Goals for its individual element(s). 5) Final Draft County Profile Element, Draft Evaluation of the 1981 Land Use Element/Plan, and Goals- Completed or in the case of Goals, compiled by Planning Staff and reviewed by Planning Board. a) Advisory Boards forward new Goals for their individual Element(s) and comments on Draft County Profile Element to Planning Board b) Planning Staff and Planning Board accept and review submitted work products from advisory boards. c) Planning Staff drafts proposed composite profile element, evaluation of 1981 Land Use Element/Plan, and compiles Goals submitted by Element Lead Advisory Boards. d) Planning Board accepts and reviews draft composite profile element and Goals Approved by Orange County Board of County Commissioners 10/03/06 e) Planning Board invites advisory boards to joint work session to review proposed draft composite profile element, share Planning Board's evaluation of 1981 Land Use Element/Plan, and compiled Goals. f) Planning Board revises proposed draft composite profile elements appropriate and with input from Element Managers develops outreach to the public. g) Planning Board submits proposed draft composite profile element, evaluation of 1981 Land Use Element/Plan, and compiled Goals to BOCC. h) BOCC accepts Planning Board's submission from item g above. 6) 1St Public Hearing a) Planning Board-with assistance from other Lead Advisory Boards-conducts outreach identified in the previous step (item 5f). b) BOCC holds public hearing on Draft County Profile Element, Evaluation of the 1981 Land Use Element/Plan, and Goals. c) BOCC conveys any required changes to the Draft County Profile Element and Evaluation of the 1981 Land Use Element/Plan to the Planning Board. Any changes to Goals will be conveyed to respective Element Managers and Lead Advisory Boards for revisions. d) Planning Board provides recommendations to BOCC on Draft County Profile Element, Evaluation of the 1981 Land Use Element/Plan, and Goals. e) BOCC may also invite additional county advisory boards to provide recommendations. f) BOCC adopts Draft County Profile Element, Evaluation of the 1981 Land Use Element/Plan, and Goals. END OF PHASE 1 Phase ll, Remainin_g Elements Developed: 1) Planning Board and Planning Staff (Meeting Facilifiator?)Conduct Joint Advisory Board Meeting to Review Advisory Board Roles and Work Products to be Completed during this Phase. 2) Respective Departments and Element Lead Advisory Board(s) Develop Draft Elements a) Draft Elements, including Objectives to reach Goals, are prepared by the appropriate advisory boards working from adopted County Profile Element and Goals (A Planning Board and Planning Staff Liaison will be available upon request to provide assistance to each advisory board). b) Within respective areas of expertise, Contributing Departments review pertinent sections of draft text for accuracy. c) Advisory Boards will provide for appropriate public access and awareness using Comprehensive Plan website. d) Each advisory board may review staff and advisory board reports and other pertinent documents such as Shaping Orange County's Future Report and Rural Character Study. e) Element Lead Advisory Boards exchange their Draft Elements. Approved by Orange County Board of County Commissioners 10/03/06 6 3) Element Lead Advisory Boards Exchange Draft Elements and Planning Board Reviews in Preparation for Public Information Session a) Element Managers, Planning Staff Liaisons, Planning Board Liaisons, and Element Lead Advisory Boards highlight and summarize any inconsistencies between and/or among Elements and forwards to Planning Board. b) Planning Board accepts and reviews ideas from Element Managers, Planning Staff Liaisons, and Element Lead Advisory Boards on reconciliation of any inconsistencies identified during the preceding step. Any minor inconsistencies that can be reconciled to the satisfaction of the Element Lead Advisory Board are addressed. c) Check-in point with BOCC 4) Planning Board --With Assistance from other Lead Advisory Boards -- Conducts Public Information Meeting(s) -Planning Board drafts agenda with input from other Lead Advisory Boards 5) Planning Board Develops Recommendations on Reconciliation of Any Remaining Inconsistencies between and/or among Elements and Forwards to BOCC and Element Lead Advisory Boards. 6) 2"d Public Hearing a) BOCC holds public hearing. b) BOCC conveys any required changes, including reconciliation of any remaining inconsistencies, to Element Managers and Lead Advisory Boards for incorporation into their respective sections of the draft text. c) Planning Board provides recommendations to BOCC on entire Comprehensive Plan. d) BOCC may also invite additional county advisory boards to provide recommendations on their respective Element. e) BOCC adopts Comprehensive Plan. END OF COMPREHENSIVE PLAN UPDATE The following are to occur.after completion of Comprehensive Plan Update: Implementation: Implementation consistent with process/guidelines adopted at 1St Public Hearing Evaluation and Update: According to process developed by the Planning Board during Phase I, Part 1 and later adopted by BOCC. Approved by Orange County Board of County Commissioners 10/03/06 ~ N ~ U ~ ~_ W = N ~ U Q ~ ~ ° ~ ~ ~ ~ ~' o.~ `t ~oQ-~O ~~~E~ O v1 ~ ~ t6 N ~ ii U O N ~ 'O N C p -,-~ ~ Q ,> N ~ tt3 ..Q U "O "U ~ ~ O .O j ~ U ~ cn L- ~~ C ~ J p ~ ~ ~ ~ O ~~~~~ ~ ~ .a~~°~~La~ W ~~~~'~m L (~ S"' Q ~~_~~~ ~ ~ ~ ~ ~ ~ V C N z N . ~ ~ ~ ~ ~ ~-~ ~ U = p ~ J O U :~-. >' Q ~'' 0- -~ tC3 z N ~ ¢ O ~ V ~ ~_ W ~~ ~ O .N O m to N ,~ ~ ~ o = N ~ ~ ~ "~ -~ •- cn O v~m,o~o~ .~~L~~ E~°-`~~~ U ~~ ~~~ m ~ ttf _ ~ .~ N O ..O ~ U' ~ v > c~o~~ o > ~ ~ 4= V. ~~ o~~c~~~ c~a~a~i~om O ~-~.L v~ m~>~.~>, . O ~ ~ c ~ r C,.) ~ = to ,~ 'C O Nam L ~ o '> ~Q ~ ~ tU .a ~ > c~ ~ .N U p' O ~ ~O ~ ac c a- o~ i ~ ~ o a~ > .~ oa~i~ ~ ~ ~ tU Q ~ ~ ~ C ~ O .~ .,_. U ~ c~ C C ~- t~f tCf N L ,~ ~ O c~ C N ~ .~ ~ ~~ Q a~ ~ •~ o ~ ~U "O ~ 'O J ~ (6 ~ ~ H ~U ~~ ~ ,~ o ~ m ~ ~ ~ ~ O ~ ~ U ~~ ~ ~~ ~~ m ~~ 0 a ~ o U N O N L O O ~ N ~ > ~_ ~~Q o ~c~~~ ~ ~~~ ~ ,~_ ~ Q > L N ~ ~, ~ ~ ~ ~ tCf ~ i2 Q •~ ,4 U Q O ~ Q ~ ~ ~ ~ •~ ~ ~ cn '~_ ~ ~ .~ ~ ~} oz ~ ~ U ,v_ ~- o ~,~~ o•c c~ j ~ O tQ ~ (LT ~ -~ O ~ O O C m ~ ~ ~ N ~ ~> •- ~ ~ c°n Q.~°c_'~ ~ ~ ~ ''r C Q ~ ~ ~ N ~ ~ ~ U ~ ~ U N.C t6 Q-N ~ i ~~ .~ ~~ ~ ~~ ~~ N ~~ v N W ~.O O ~ -~ ~ O "O to O U ~ N .~ N ~ t6 ~ ,~ ~ -a ~ ~- W ~ ~ ~>~'Q~ ~ N ~ N N ~ Q ~ ~ Rf to C N C N ~ ~ ~ ~ •~ ~ o 0 ~~ ~.~-~ ~o~J~ m.~ ~~U W~ooO M Q. U OD LYI .Q ~nf,, 4 ~ L O ~ ~ ~ ~ O ~ uQj ~ ~ ,c cn ~L~~~~ ~ 'cv as c~ ~ o c~~~~~ "~~.~Q ~ ~ (6 O ~ ~ p- •~ R3 O ~ "p N C'~ Q. .~ C ~- R3 (_~6 ~ N 0.. O ~ ~ ~~ ~ C .~ N ~ 4- N ~ O 'O C O "~ cn ~ 'j ~ fZ E ~ ~ ° o o~~~- _ ~ o ~ ~ O c ~m~Q-v~o _ ~ o ~ ~~~~~~~ ~ ' j -~.-. ~ -~ > ~ U_ Q '~ 'C3 ~ U ~ N t~ ~ ~ C 'a N .O .J O ~ N N ~ •- O C +-~ iV W '~ W ~V W ~ W ~ ~ N ~ ,C ~ ~ _ ~ ~ ~ N O ~ W ~'c~ ~ G (B ~ V ._ (.~ i C..C ,C > ~ >, N ~ V ~ ~ O c~•~~~~~ G1 ~ -~ -~ cn 'O .~.+ (Cf ~ ,fn = Oj ~ C p O p N ~ ~ "~ N ~ c W ~ cn ~ :...n N~`~ao~~ ~ 'S N ~ N ~ C L ~ s' ~ Q ~'~ O ~ N ~ Q ~o~~o~~ c~~-~~~m ~-~ ~ c ~ ~ vii a. Q. ~ ~ ~ ~- °~- L N t~ c a~ a~ ~ W y- N U ~ ~ O ~ C `'" O X (~6 ~ O c ~~ ~ ~ o ~ ao U O O ~_ ~ ~ (U ~ Q, O O U y-- N o `~ N ,C N Q„ U ?,,,. N ~ ~~ a~ ~ c ~ ~ X N N ~ d ~ ~~ ~~ ~ ~ 0 ~ Q. ~~ c a o -~ c ~° o °' U c ~ ~ > ? U O cA O 0.. ~O ~ c~6 O- `Z3 ~~U~ ~°~p o ~ ~ ~vi.~ ~ c ~ •~ -~ c°n N ~ ~ 'c~ > ~ J ~ N-~~ s2. +'~-~ ~ C O cnpp pU N ~~ N O ~ (U ~ ~~ ~ O ~ 't3 ~ Q ~`~°vc~ ~_ Nom-'' ~ U (tT N ,~ ~ m W ~ ~ N N ~ N-~, O 111 ~ '~ .~ > Z3 .~ ~~~ N ~ U •- N i ~ ~ O L O ~ ~ Q .L c~ ~~~~ ~ W O ~ O ? U ~~,U~ N O Q. m ~ N ~ N v .a ~ ~ .~ -a ~ t~ Q l1'jN `'~ ~ -`'V--_ ..1 O :~. U C ~ 'a Q. C (~ ~ ~ .N N O W ~ O ~ COQ ~_ ~~~ °~ ~ ~ -a ~ ~ W O ~ ~ U ~ U ~"U•(U O ~ ~ ~ O ~ - O O O. (ll ~.>.O U .~~~~ 0 o QU~~ ~ U~~~a~~ U ~ ~ i ~ ~ OL O~ ~;vLL ~ O (U ~ ~ ca ~ .n •>_ ~. ~m~cv~~ to ~ tt7 ~ ,~ ~ o~~~Q[L o~-~~U`~ m N ~ ;~ ~ ~ -C U tCf ~ O -~ O N ~ U tq -O ~ Q. .~ ~ O ,_ ~ ~S -~ ~ ~ O Q ~ ~ O ~ U N ~ ~ ~ ~ ~ J N W ~,,r O C ~ ~ ~ ~ Q N N N ._ O ~ ~ W p N U ~ a~L~~UU W°~~OU ~~'>~m Nm to N ~ `~-~ N tC9 •~ 'a ~ ~~ ~-,r ~°~~~°~ ~ N m ~ ~-p ~ ~ O ~ .~ L ~ ~ ~ ~ O N m ~ -O .U ~ ~ ~ _~' C O ~ _ ~ ~ ~ ~ N ~ ~ ~ ~ ~ -p -r-.^ N ~ ~ .~ O O '~ (~ ~ .~ ~ Q ~ 0 ~ ~ ~ o O O N ~ .p N .S] N ~ ~.~ ~ O tB (t3 ~O ~ m ~ > ~ C U t6 •- ~ O RS ~ ~ ~ •~ ~ .~ c ~ .~ m~ ~~ W ~ ~= c~ ~~ ~~~ o~ ~~-~ cap ~~° O ~ ~ N ~ ~ (tf tt3 ~ > Q .~-. ~ N c~'~ ~~~~ y- ~ ~ .~ ~ N N ~ ~ ~ tf3 to ~ ~'~ ~ O d O O. cam Ua~`~~~ U U ~ ~},Q~C X ~ U v ~ t!j O O O O ~ ~ (6 ~ ~ LO N 'p N C ~ O ~ :~ N W ~ C N C qUj O t~j p N~ oQ c~~~.~ U ~ U N ~ N ;~ ~ ~ t0 N ~ W ~ ~ ~ ~ ~ _U ~ ~ N O yN ~ ~ U U ~~~o, ~'~ ~ o c~ ~~~ ~ p ~LZ 00 ~c~~~ -U V -~ •~ ~ .a ~ -~ ~ C.) ~ N R'f O O N •~ m m ~ ~ N ~ ~ ~> ~ ~ N p O ~ .a 'Q ~ ,F„ ~ ~ O Q~ N N N U O N .~ N N 00 _I ~ to ~ C'~ 8 ~ m = m = p = t/) WZm WZm *' = m m U d U d m H ~ ~ 1-UQ ~ d= 1-cjQ ma . ~~j 'Sm O ~~ Q w OdW Od ~+ ~ ~ 'a3 O .a I U m W pp U U ~ F- ~ ~ ea ~J ° ~- ~ ~-_ d ~- Ud= ~ U w Q m ~ ~ •L ~ ~ '~ ~1-+ `~'~ d ~ ~ ~ its Rf ~+~ ;~ N OO t~ is ~ t~ ,a ~ N •f_ ` = O ~ W ~ O ~ ~ ~ O ., .+ t4 -t2 W RS "O C ~ U~sinL m-o> ~- -c O .~-. W W VD"a gyn. co ,-:U o ~ ~ o ~ '~ ~= a~ ~ rn .~ v •~N p~t- ~-o U oofo~ Q-c~ c tcs ~ o .c vCAc ~. O ~ ~ ~ N ~ ~ =~' O ~ o ~ UOU= ~ ~ ~ ~ W W W~ ZD W SJ ~ o E ~ ~ .+ -~ ~ U ~ N ~ * cn ~ j .-. ~ Rj ~ z ~ O) ~ m z ` m _ ` ~ Z Z G •~ ~ J C '~ c ._ •~ "o N N c c c cis 0 •~ C -p ~ °- c c0 a C G c6 p O ~ ~ O N cis - ~~? ~ ~' Q cSf N cn~° U ~, c L G1 O ~ O ~ (is ~ ~ i ~ c ` y_ • ` j, • ~ •~ ~ Z j~ > ~ ~ ~ ~ a ~ ~ a i (, o X1.7_ > ~d c ~ c O •` Ofn O ~ ?+ ~- r. O O Cn O O c •L N~ O U ~ G c~ ~~ (B y, D ~ O •L '~'~ U N(/~ N,~ c d .c ~ :,_~ ~ c d V ~ ` pf (ism ~ ~ C ~ c O N ~ = s C d ~ ~ O ~ ~ O ~ a ~ ~ ~ ~ = O -~ L- .~ d Q ~ • Q~ k o o U .~-o O• ` c . Q.~ E ~ . WU c ' -co2S ~ •c c Qc ~ ~ ~cEc~ W Ec ocuo ~ oa i o._ ~> c o ~o°~oa~ ~ Ec oho U ~ - ~ ca ocisoc~oco ~ Y Ua. WD =D WU UW~ W W Z U~.. I- O O .~ rn L ~ d a O ~ ~ ~ L ~ a ^= d d ~ U .~ ~ ~ -~ ~ N ~ _ .~., = .~ U O - ~ O E i a m O ~ ~ ~ o ~ ,~ ..~ .- ~ .C i W tl> _ ~ >~ _ N ~ ~ N E '++ cct N ~ O O Q. W~ O ~ • L ~ i ~ ~ • N V r0+ ~ O > ~ C •~ tom/! t~ ~ ~ ~ i Rf L. oa V G.1 wo O _ Rj ~ t~ ?+ zrn d ~ d 0 cnv i-- •U ~ ` C O O o U o ~ ~cuoi ~ o> .o c ~d 0 0 0 ~ Q.~ a~~m ~ cts ~- c~-o ~~~~ ~ c S v O v- O ~- cif a °f~~ ~afcm mWO~ I I I (.,) o~o-~ mw0~ C O •~ O ~ •~ •fA O O •~ mU E o ~U ~ c a~io c~ 0 ~ ~ ~ o ~ ~~aic`a O`•V ~-m ._ ~ U ~ U C ~ C 1T V ~ C ~(W = c0 I I I d I d~0-m dW=~.. ~ _ c G ~ ~ W C O c • ~ O ~- _ O O _ _ om c U c Q,~c ~mo .c ~° •~ Q ~ Q. Z' ~ ~W m 0 ~ ~ O .~•_~ ~~ ~ O L. ~'ad O= O = ~ c O N c O nm'~ ~ ~ ~'S . ~~,~ o ~ o~ -a o ~ oQ ~ •~ cf'o W ~cn Q I U 1 0 I I IQ ~x dU WO~ ATTACHMENT 3 10 ORANGE COUNTY PLANNING & INSPECTIONS DEPARTMENT Craig N. Benedict, AICP, Director ~opntP o! ©~ Comprehensive Planning yam` ,~ ~ q8 (919) 24S-2S7S 17 ~' (919) 644-3002 (FAx) www.co.orange.nc.us '}°~!h ~0.=~`'° 306-F Revere Road P.O. Box 8181 Hillsborough, NC 27278 fl ~, a• i ~~~ ~' tz..._ {1 rSdS~ .... .tuc~ll~ '' TO: Professional Planning and/or Technical Writing Consultants DATE: March 2, 2007 SUBJECT: Orange County Request for Qualifications -Synthesis of Existing County Documents into a' Draft Comprehensive Plan Firms are being invited to submit a Statement of Qualifications to become eligible for possible interview and negotiations toward a contract for professional planning and/or technical writing services to develop amulti-element Draft Comprehensive Plan. The Plan shall be developed using existing written documents with identification of any additional material that may be required. Introduction A. Description of Issuing Agency The Orange County Planning and Inspection Department (Planning Department) is the issuing agency for the Request for Qualifications (RFQ). The agency provides a full range of planning and development review services for the unincorporated portions of Orange County. B. Selection of Qualified Firm The Comprehensive Plan Project Management Team (County Manager, Planning Director, Comprehensive Planning Supervisor and Planning Board Chair) will review the responses to the RFQ and make a recommendation to the Board of County Commissioners (BOCC) to begin negotiation with a firm to carry out the task of synthesizing existing county documents to develop a Draft Comprehensive Plan. The BOCC has the sole authority to select or reject any or all responses, to the RFQ. A specific scope of services, budget and timeline will be negotiated with the selected firm, and a contract will ultimately be executed. 11 C. Questions All questions regarding the RFQ must be in writing and be received by the Planning Department no later than noon on Friday, March 16, 2007. Questions must be addressed to Tom Altieri, AICP, Comprehensive Planning Supervisor c/o Planning and Inspections Department, P.O. Box 8181, Hillsborough, North Carolina 27278; fax, at 919-644-3002; or via a-mail, at taltieri(a~co.oran_ge.nc.us II. Background Orange County is seeking a professional consultant to "synthesize" the existing county reports and studies that have been completed by various county departments, advisory boards, and in some cases consultants; to identify any missing components typically included in a Comprehensive Plan; and repackage into a Draft Comprehensive Plan (See Section III, Scope of Services for additional detail). This process will be an update to an existing Plan that was completed in 1981 with a revised format. The overall Comprehensive Plan Update process is currently underway and is being completed in two phases. Phase I, which primarily involves development of Goals and a County Profile (Data) Element, is being completed by County staff and advisory boards. Phase II, which primarily involves the synthesis of existing reports and studies into seven (7) additional Elements, may be completed by a consultant in partnership with County staff and advisory boards. Although Phase II is scheduled to take place between October 2007 and August 2008, parts A and B as provided in Section III below could be initiated as soon as a consultant contract is executed. The following documents, several of which are referenced herein, are available on the Comprehensive Plan Update website at http~//www.co.orange.nc.us/planning/compre cpupdate.asp: Introductory Brochure Draft Table of Contents Draft Pu~ose and Scop e Opportunities for Citizen Knowledge Comprehensive Plan Up date Timetable Comprehensive Plan Up date BOCC Approved Roles Comprehensive Plan Up date BOCC Approved Process Comprehensive Plan Up date -Key Terms 1981 Land Use Element Comprehensive Plan 11 12 III. Scope of Services A. INTERVIEW ELEMENT MANAGERS AND COLLECT DOCUMENTS FOR SYNTHESIZING • Using the general Table of Contents (Developed by Planning. Board) as a general guideline, meet with Element Managers to review and collect pertinent documents for synthesizing. Comprehensive Planning Supervisor will also attend these meetings. • Receive any guidance that Element Managers may have to offer for synthesizing. B. IDENTIFY GAPS AND DEVELOP DETAILED TABLE OF CONTENTS FOR EACH ELEMENT • Review documents that have been collected and identify any missing components that should be included in the draft Elements. • Work with Element Managers and Project Management Team to develop recommendations on how to fill any identified gaps in data or information, not policy. • Draft detailed Tables of Contents for each individual Element. C. ELEMENT LEAD ADVISORY BOARD MEETINGS • Present detailed draft Tables of Contents for each individual Element to its Lead Advisory Board(s). • As a partner with Element Managers, convey gaps and recommendations for filling them. • Document feedback provided by Advisory Boards. • Revise draft outline as directed by Element Managers, taking Advisory Board feedback into consideration. • Convey Advisory Board preference for filling gaps to Project Management Team. D. SYNTHESIZE DOCUMENTS • Coordinate with Element Managers to collect any material prepared by county staff to fill identified gaps, as directed by the Project Management Team. • Following standardized formatting requirements (to be developed by Element Managers and approved by the Project Management Team) and the outlines that were completed for each Element, synthesize documents into a draft Comprehensive Plan. • Adopted County Profile Element shall be inserted into the draft. E. JOINT ADVISORY BOARD MEETING • Participate in Joint Advisory Board meeting (October 2007) to "kick-off' the beginning of Phase II activities. • Coordinate with the Dispute Settlement Center (consultant hired to facilitate some meetings) and Project Management Team to prepare 12 13 for meeting and collect meeting notes/documentation following the Joint Advisory Board Meeting. F. PRESENT, WITH ELEMENT MANAGERS, DRAFT COMPREHENSIVE PLAN TO LEAD ADVISORY BOARDS • Document feedback provided by Advisory Boards. • Revise draft Elements as directed by Element Managers, taking Advisory Board feedback into consideration. • Revise any remaining sections of the Comprehensive Plan not contained within an Element, as directed by the Project Management Team, taking Advisory Board feedback into consideration. G. PUBLIC OUTREACH MEETINGS • Attend 2 public outreach meetings to help staff present the draft Comprehensive Plan. • Coordinate with the Dispute Settlement Center, Inc. and Project Management Tearn to prepare for meetings and collect meeting notes/documentation following the public outreach meetings. H. PUBLIC HEARING • Attend Public Hearing. • Coordinate with the Dispute Settlement Center, Inc. and Project Management Team to prepare for meetings and collect meeting notes/documentation following the Hearing. I. POST HEARING MEETINGS WITH ELEMENT LEAD ADVISORY BOARDS (IF REQUIRED) • As directed by the Board of County Commissioners or Project Management Team, meet with Lead Advisory Boards to review comments received at public outreach meetings and Public Hearing and discuss any revisions that may be required. J. PLANNING BOARD MEETING • Attend the Planning Board meeting to receive their recommendation for the Comprehensive Plan Update. K: BOCC ADOPTION • Attend the BOCC meeting for the consideration of the Comprehensive Plan Update. 13 14 IV. Instructions to Responders A. General Information 1. Submittal of Qualifications All responses must be received no later than 12:00 noon, EDT, ~ on Monday, April 2, 2007. The County reserves the right to reject late proposals; reserves the right to accept or reject any or all responses; and reserves the right to amend the scope of services and request for proposal to preferred respondents at a later date. 2. Response Format Responses shall be prepared two-sided on 8-1/2" x 11" recycled content paper. Attachments can include general firm materials. One bound, printed original and one electronic copy (CD ROM or IBM compatible disk accepted) of the response are to be submitted. Documents should be clear and understandable when reproduced in black and white. The response shall include the Responder's name and address and clearly marked "Response to RFQ for Professional Consulting Services (Comprehensive Plan)." 3. Project Funding The requested services will be funded through Planning Department funds as augmented, where needed, by other county funds. 4. Schedule The RFQ will be conducted according to the following schedule: a) Issue request for qualifications: March 2, 2007. b) Questions due: Monday, March 16, 2007 by 12:00 noon EDT. c) Answers to Responder questions available on or before Friday, March 23, 2007. d) Qualifications must be submitted no later than 12:00 noon, EDT, on Monday, April 2, 2007. e) Interviews, if requested (The Project Management Team may, at its discretion, issue a detailed request for proposal or request interviews following receipt of Statements of Qualification). f) BOCC may begin contractual negotiations with preferred professional consultant after April 20, 2007 5. Addenda/Clarifications Any Planning Department changes to this RFQ will be made by written addendum. No verbal modifications will be binding. 6. Pre-contractual Expenses: Pre-contractual expenses are defined as expenses incurred by the Contractor in: 1) preparing its response to this RFQ; 2) submitting that response to the County; 3) negotiating with the County regarding any matter related to this RFQ; or 4) any other expenses incurred prior to the date of execution of the proposed agreement. The County shall not, in any event, be liable for any pre-contractual expenses incurred in the preparation of their response to the RFQ. Respondents shall not include any such expenses as part of their proposals. 7. Submittal of Work Products and County Payment of Invoices 14 15 Although scheduling, invoicing and payment details will be explicitly stated within a negotiated contract, Consultants are expected to submit work products to the County in accordance with contractual deadlines and it is the County's policy to pay invoices following staff verification of submitted work products. 8. Exceptions and Deviations Any exceptions to the requirements in this RFQ must be included in the response submitted by the Respondent. Segregate such exceptions as a separate element of the response under the heading "Exceptions and Deviations." 9. Contract Award Issuance of this RFQ and receipt of responses do not commit the BOCC to award a contract. The BOCC reserves the right to postpone opening for its own convenience, to accept or reject any or .all responses received in response to this RFQ, to negotiate with other than the selected firm should negotiations with the selected firm be terminated, to negotiate with more than one firm simultaneously, or to cancel all or part of this RFQ. 10. Conflicts All responding parties shall identify any conflicts due to their representation of others in actions adverse to the County in this RFQ. Conflicts resulting from representing other clients shall also be. identified. 11. BOCC Rights The BOCC may investigate the qualifications of any Respondent under consideration, require confirmation of information the Respondent furnished, and require additional evidence of qualifications to perform the work described in this RFQ. The BOCC reserves the right to: a. Reject any or all responses if such action is in the public interest; b. Cancel the entire RFQ; c. Issue a subsequent RFQ; d. Remedy technical errors in the RFQ process; e. Use evaluation committees to review and evaluate written responses .and establish a short list of firms eligible for interview; and g. Negotiate with any, all, or none of the RFQ respondents. B. Statement of Qualifications 1. Letter of Response A qualified respondent should review the attached specifications and submit its qualifications by 12:00 noon, EDT, on or before Friday, April. 2, 2007, to: Orange County Planning and Inspection Department Attention: Mr. Tom Altieri, AICP P.O. Box 8181 Hillsborough, NC 27278 15 16 Below are information and materials that you should include with your Statement of Qualifications. The required information includes the following items: a) Firm name, address, and telephone number of each firm, including the name, title, address and telephone and fax numbers, and a-mail address of each contact person during period of response evaluation. b) A one-page statement of interest and qualifications for this project. c) A brief (maximum two-page) project understanding description. Include any concerns regarding scheduling, concept, expectations, and the like. d) Discussion of your firm's specific abilities and expertise to provide the required professional services and qualifications related to project requirements, including project management skills and methodology to monitor project budgets. e) Key personnel proposed as project team members, including detailed resumes. Clearly identify sub consultants, if proposed, with similar information. f) Examples of specific knowledge, expertise and project management experience related to this type of project. g) Descriptions of recent and related projects completed. h) References of at least three clients for which your firm has provided similar professional services. i) Acknowledgment of receipt of RFQ addenda, if any. 2. Hourly Rates and Personnel Provide titles or classifications of personnel who may perform work and their 2007 hourly rates. Proposers should note any other expenses that will be billed (e.g. copying postage, mileage, etc.) and whether • these items are billed at cost, or if there is a markup. The Responder should indicate the percent markup, if any. 3. Qualifications and Experience Provide written information and examples of work experience of the "project manager" identified that will lead the work on behalf of the firm, experience working with county government, knowledge of Orange County and Comprehensive Plans in North Carolina. 4. References Reference information must include: a) Name of reference, b) Project name, c) Brief description of firm's involvement, d) Contact person, with address and telephone number, and e) Firm's key personnel assigned to the referenced project. Please provide the name, address and telephone number of three individuals familiar .with the Responder's work. 16 17 V. Evaluation of Responses Each response will be assessed as to how well it meets the requirements of this RFQ and the qualifications and experiences listed in Section IV. VI. Contract Terms and Conditions Orange County will prepare a contract with the selected Respondent. The County will use its standard contract terms and conditions. Although the contract will be with Orange County, the client representation will include the Project Management Team and a possible work group of the BOCC. 17 Comprehensive Plan Update Timetable ATTACHMENT 4 lg Revised 11 /06/06 Process 200 6 2007 2008 20 09 Task o n d j f m a m j j a s o n d j f m a m j j a s o n d j f Phase 7 Adoption of Process X Contract with Consultant ("Meeting Facilitator") X Planning Board Framework and Guidelines X X Joint Board Mtg.* X Planning Board Evaluation and Appraisal of 1981 Plan X X Contract with Consultant ("Synthesizer") X X Preparation of County ' Profile Element X X X Joint Board Mtg." X ?reparation of Goals X X approval of legal Ad for "~iblic Hearing X vtatreach (not defined) X Qtr. Public Hearing- Evaluation & Appraisal of 1981 Plan, Goals, and County Profile Element X Advisory Board(s) Recommendation(s) X BOCC Adoption X ----------------------- -- -- -- -- -- -- --- -- -- -- -- --- -- -- -- -- -- --- -- -- -- -- --- -- -- -- -- -- ---- Phase 2 Joint Board Mtg.* X Element Preparation X X X X X Formating/Assembling Comprehensive Plan X X Advisory Boards Receive Draft Comprehensive Plan X X Outreach (not defined) X Planning Board develops recommendations on any reconciliation X Approval of Legal Ad for Public Hearing X Expanded Advertisement X Qtr. Public Hearing X Advisory Board(s) Recommendation(s) X X BOCC Adoption X Qtr. Public Hearing to Adopt Regulatory Policies and Programs X '"To include BOCC and Advisory Boards