HomeMy WebLinkAboutAgenda - 09-06-1994-IX-D 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No. X b
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 6, 1994
SUBJECT: PROFESSIONAL ASSISTANCE; JUSTICE FACILITY STUDY GROUP
DEPARTMENT: PURCHASING AND CENTRAL SERVICES PUBLIC HEARING: YES: NO: x
ATTACHMENT(S): INFORMATION CONTACT:
PAM JONES, ext.2650
or VERLA INSKO,ext 2130
CONTRACT Telephone Number
Hillsborough 732-8181
Chapel Hill 967-9251
Mebane 227-2031
Durham 688-7331
PURPOSE: To consider retaining the firm of Grier-Fripp Architects to provide professional assistance
to the Justice Facility Study Group.
BACKGROUND: The Justice Facility Study Group has met twice. During these meetings and
subsequent follow up,it has become apparent that there is significant information to be considered as
the group goes about the task of making recommendations for facilities through the year 2020. To best
utilize the information available to us and to ensure that the resulting recommendations reflect a
comprehensive needs analysis as well as realistic expectations about the facilities, the group
endorsed the concept of retaining the services of a professional.
Grier-Fripp Architects,the firm presently designing the Jail and the Courthouse Addition Project, have
had considerable experience in this type of work and it is recommended that the County retain the firm
to provide the following services for the Justice Facilities Study Group:
► Act as facilitators to lead the study group through an outcome oriented process which
would help us assess and come to conclusions about the data we are accumulating;
► Interview key persons in each section(and with AOC);
► Develop data collection forms for use by the County;
► Review all data collected and provide outline documentation of
. 20 year space requirements;
. Estimated construction costs;
. Estimate project costs;
. Menu of outcomes to be considered.
The County would provide the inventory of existing facilities and would conduct/coordinate data
collection.
The early conclusion of the Study Group was that it is highly likely that a bond issue will be required
to finance the recommendations offered. The document produced in collaboration with Grier-Fripp will
allow us to ensure that the recommendations presented by the Justice Facilities Study Group are
feasible and that the anticipated costs presented to the Public are credible.
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The anticipated fee for this service would be$10,000, plus those items traditionally reimbursed at their
cost, such as mileage, postage, phones,etc. We anticipate this work could be funded from the
1995-1999 CIP, Facilities Improvements Fund.
RECOMMENDATION: The Manager recommends that the Board approve a contract with Grier-Fripp
Architects,Inc., in an amount of$10,000 for work to be done in collaboration with the Justice Facilities
Study Group; and authorize the Chair to sign on behalf of the Board.
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•
• Grier-Fripp Architects, P.A.
AN AFFILIATE OF FREEMAN WHITE ARCHITECTS, INC.
August 11, 1994
Ms. Pamela Jones
Purchasing and Central Services Director
County of Orange
132 East King Street/P. O. Box 8181
Hillsborough,North Carolina 27278
Re: Facilitator Services
Subject: Justice Facilities Study Group
Dear Pam;
Thank you for giving us the opportunity to submit a proposal to you for providing Facilitator
Services to the Orange County Justice Facilities Study Group.
Responding to your comments in our recent discussion,we have included an outline of an .
approach to an option identification process that is outcome oriented describing services we could
provide for a fixed fee amount of ten thousand($10,000) dollars plus reimbursables.
While our goal is to clearly define the outcome at the completion of the process, the process itself
should be determined and agreed upon by the Study Group with our role as the Facilitator. We
concur that the process needs to "explore the unexplored" and not necessarily follow conventional
approaches of other Study Groups. To that end,we believe that our facilitating experience
together with the wide range of the Groups'expertise and talent will result in both a process and a
result that will accurately identify,assess and evaluate options for the future justice facility needs
of Orange County.
Please find enclosed the outline description of our proposal. We welcome yours and the Study
Groups' comments and look forward to being considered for a role in this most challenging
opportunity for Orange County.
Sincerely,
Grier-Fripp Architects,PA
filimo
Alan T. Baldwin,AIA
President
ATB/ad
enclosure(1)
8001 Arrowridge Blvd.
Charlotte,North Carolina 28273-5665
1704) 527-2514
FAX(704) 523-2235 Architecture Engineering Planning Interiors
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Orange County Justice Facilities Study Group
Option Identification Process
SERA
SCOPE OF WORK- Recommend initial meeting,prior td first Study Group Session,to
develop a Workplan outline for presentation to and approval by
the Group. The Workplan should address at least;
• Project Scope
• Meeting Outline(s)
• Schedule
MISSION STATEMENT• Recommend that our first session with the Study Group include an
open discussion leading to the development of a Project Mission
Statement-to define purpose,responsibilities,objectives and
philosophical direction for the facilities plan to be developed.
GRIER-FRIPP ARCHITECTS,TO PROVIDE:
1. Six(6)sessions with Study Group.
2. Existing facilities inventory(walk thru).
3. Interview key System/Dept./Agency heads.
4. Develop data collection forms for use by County.
5. Review data collected by County.
6. Verify current space allocations via building plans.
7. Provide outline documentation of;
• 20-Year Space Requirements
• Estimated Construction Costs
• Estimated Project Costs
• Options for Development
ORANGE COUNTY TO PROVIDE:
I. Plans of existing facilities.
2. Designated personnel to conduct/coordinate data collection.
ACCEPTED AND APPROVED BY BOARD OF COMMISSIONERS
MOSES CAREY,JR.,CHAIR
DATE:
THIS DOCUMENT HAS BEEN PREAUDITED IN A
MANNER REQUIRED BY THE LOCAL GOVERNMENT
BUDGET AND FISCAL CONTROL ACT.
Kenneth Chavious, Finance Director