HomeMy WebLinkAboutAgenda - 06-26-2007-4rORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 26, 2007
Action Agenda
Item No. L}- ''L
SUBJECT: Consultant Services to Determine Topographic Elevation Data
DEPARTMENT: Planning and Inspections PUBLIC HEARING: (Y/N) No
ATTACHMENTS:
Background Floodplain Management
Information
Request for Proposals
Listing of Professional Land Surveyors
Summary of Responses to RFP
INFORMATION CONTACT:
Craig Benedict, 245 2592
Glenn Bowles, Certified Floodplain
Manager, 245 2577
PURPOSE: To authorize the expenditure of funds to complete land surveying required for
floodplain elevation certificates.
BACKGROUND: On September 15, 2005, a letter was received from the Federal Emergency
Management Administration (FEMA) outlining why Orange County could not receive approval to
participate in the Community Rating System (CRS). CRS is a voluntary program for local
government to encourage, enact, and enforce floodplain regulations. The CRS recognizes and
encourages community floodplain management activities that exceed the minimum National
Flood Insurance Program (NFIP) requirements. As a result, flood insurance premium rates can
be discounted to reflect the reduced flood risk resulting from the community actions meeting the
three goals of the CRS: (1) reduce flood losses; (2) facilitate accurate insurance rating; and (3)
promote the awareness of flood insurance.
If the County can document floodplain elevations and the appropriate adjacent grade and first
floor elevations for a good portion of the estimated number of residences and accessory
buildings found in flood-prone areas, it can participate and gain the benefit to all those benefiting
from the National Flood Insurance Program. With the BOCC acceptance of the new floodplain
maps on January 23, 2007, which became effective on February 2, 2007, there are only 71
residences and accessory buildings now in flood-prone areas and 39 of those are due to the
new mapping. However, to re-petition to become eligible for the CRS program, the County will
have to prove elevation certificates for the former and existing flood-prone structures.
Such certificates can only be completed through collaboration between a professional, licensed
Land Surveyor and the Orange County Certified Floodplain Manager (CFM). The CFM provides
required data regarding the Base Flood Elevation and the surveyor provides data on the lowest
adjacent grade of the structure and the elevation of the first occupied floor.
Letters were sent in October 2006 to all property owners who had structures located in the
floodplain to inform them of these floodplain issues as well as to invite them to an Open House
meeting that occurred on November 7, 2006.
County Staff developed a Request for Proposals (RFP) for this project (attached) and distributed
it to multiple firms (see attached list). The responses to the RFP are attached with Greenhorrie
& O'Mara of Raleigh, NC presenting the lowest cost proposal.
FINANCIAL IMPACT: The fiscal year 2006-07 County budget includes funds in the Planning
and Inspections Department professional services line item to fund Phase I, $14,000 of this
proposed project, which accommodates the more critical flooding situations. Funds are being
proposed in the 2007-2008 department budget for Phase II to accommodate the remaining
properties in the amount of approximately $13,000.
RECOMMENDATION: The Manager recommends that the Board authorize the selection of
Greenhorne & O'Mara to complete the elevation certificate surveying work for a sum not to
exceed~$14,000 for Phase I and, if so funded in FY 2007-08, to proceed to Phase II work not to
exceed $13,000.
Attachment 1
Floodplain Management for the National Floodplain Insurance Program and
the Community Rating System
Orange County has developed a series of regulations to prevent building activity in its flood-
prone areas, as well as to preserve the environmental attributes. Even though Orange County
has been a leader in floodplain management through its work in planning, erosion and
sedimentation control, Lands Legacy, and building inspection divisions, the County has not
availed itself of federal programs that would financially recognize efforts through insurance rate
rebates and other grant opportunities. Providing elevation certificates would allow the County to
proceed into the qualifying phase of the Community Rating System (CRS) program.
The County's interest in the proper management of floodplain areas has fostered an interest in
the Federal Emergency Management Administration's (FEMA) CRS through the National Flood
Insurance Program (NFIP), which provides federally flood insurance backing to private property
owners.
Benefits that communities can expect from participation in the CRS program may include the
following:
1. Reduced privately held flood insurance premiums,
2. Enhanced public safety,
3. Reduction in damage to property and public infrastructure,
4. Avoidance of economic disruption and human suffering,
5. More comprehensive environmental protection,
6. Orange County can evaluate the effectiveness of its flood program against national
benchmarks,
7. Added incentive to maintain other watershed protections,
8. Enhanced quality of life, and
9. Qualification for certain federal assistance programs.
On December 14, 2004, letters, under the County Manager's signature, were sent to the Region
IV FEMA Community Mitigation Program and to the North Carolina Division of Emergency
Management, Floodplain Management Branch to, "Initiate the formal process to participate in
the NFIP's CRS." In response to our initiative, FEMA responded with a letter to confirm a
Community Assistance Visit (CAV) during the week of February 21, 2005. Our last CAV was on
June 21, 1995.
Orange County joined the National Flood Insurance Program in 1975, and entered the regular
program in 1981 when it enacted the original flood damage prevention ordinance. The
ordinance was first amended in 1995 and again in 2005.. The County adopted its original soil
erosion and sedimentation control standards in 1975 and its Neuse River Basin storm water
regulations in 2001 and stream buffer use restrictions in 1994. In short, Orange County has a
long, documented history of comprehensive land development regulations focused on our water
resources and stream corridors. The CRS documents past and present county regulatory
history and would elevate our efforts to a higher level or compliance and awareness.
A summary of the February 2004 CAV recommendations include the following items:
1. Orange County should adopt the revised flood damage prevention ordinance. (The State
of North Carolina has drafted a model ordinance, which would re-enact and continue the
existing law. (The BOCC adopted a new Flood Damage Prevention Ordinance in
4
October 2005 and adopted the new FIRMS, effective February 2, 2007 on January
23, 2007.)
2. Within the basic flood zone, county zoning and building inspectors should require base
flood elevation (BFE) and lowest floor elevation (~FE) data for each new structure and
repair and expansion of existing buildings, and require a surveyed plot plan to establish
building improvement locations and elevations, if floodplains are involved, and
3. Develop specific administrative procedures to deal directly with substantial damage to
flood-prone structures and to complement the existing procedures described in the flood
damage prevention ordinance. (Staff has adapted administrative guidelines from the
revised ordinance.)
Over the years, county planners have been reasonably successful in discouraging new
development within mapped floodplain areas. Portions of 3,545 Orange County parcels contain
some floodplain areas. Around 135 parcels now contain or have contained some 180
residences or accessory buildings. The new FIRM contains just 33 residences and 38
accessory buildings. Just four of those accessory building and no residences have been built
within the effective floodplain area since the original effective date of the Flood Damage
Prevention Ordinance. Twenty-two of fihe 33 residences and 17 of the 38 accessory buildings
now found within the floodplain areas are the direct result of the new flood mapping extending
beyond the 1981 boundaries.
Through its attempt to become accredited through the CRS process, staff has initiated several
small projects to improve the county's ability to administer its regulations and educate the public
regarding floodplain regulations. These actions include the following:
1. Within the Orange County website, under Current Planning, flood elevation certificates
are available, as well as, instructions to complete the document and the county flood
damage prevention ordinance.
2. Staff now logs in all floodplain information inquiries.
3. Forms to respond to formal floodplain data requests.
4. A floodplain insurance data form for hand out to any interested citizen.
5. The Neuse, Cape Fear, and Roanoke Basin floodplain maps for Orange County are now
a layer in the Planning Department GIS and are available for viewing in the Planning
Department's map room.
6. All parcels with structures located within flood prone areas now have a notice placed on
them within the Building Inspection permit system, so that no improvements or addition
are allowed unless base flood elevations, lowest adjacent grades, and first floor elevation
data are determined.
7. Staff hosted a November 2006 open house/informational meeting for all property owners
with structures in mapped floodplains.
8. Both the Planning Department and County libraries have books, pamphlets, and
brochures on the NFIP and flood proofing buildings.
5
flood prone rfp
County of Orange
Department of Purchasing&CentralServices
Pamela K. ~ ones, Dir ect or
Orange County Request for Proposal to Acquire Elevation
Certificate Data for Flood-Prone structures
March 19, 2007
RFP #5132
BACKGROUND
orange County is soliciting proposals from qualified firms to provide elevation data
for the lowest ad'acent
grade and first Boor elevation for roughly 86 residences, commercial buildings, and
accessory buildings,.
which have been or will be located within special flood hazard areas as mapped
through the North Carolina
Floodplain Mapping Program, a Cooperating Technical Partner with the Federal
Emergency Management
Agency (FEMA).
A. Available and Relevant Studies, surveys, and Plans
The Planning Department has the 1981 Flood Insurance Study (FIS) and the most recent
profiles, cross
sections, and base flood elevations for all streams in Orange county. using the
County GIS, county
planners have identified some 86 structures on 70 parcels, which were built after
1981, the effective date of
Orange County's original Flood Damage Prevention ordinance. The BOCC amended the
ordinance in
1995 and again in 2005. The structures were found within the 1981 special flood
hazard area or will be
within the new special flood hazard area once the new flood maps become effective
February 7, 2007.
. staff will provide elevation certificate forms for each structure to the surveyor
to seal. Staff will be
responsible to establish the base flood contour elevation to the nearest tenth of a
foot and will complete
Sections A, B, and G of the Elevation certificate form.
B. Deliverables
The successful surveyor will be responsible to seal each elevation certificate and
completing Sections C; D
of the Elevation Certificate (FEMA Form 81-31 February 2006), and establish the
appropriate elevations to
the nearest tenth of afoot (North American vertical Datum of 1988). All benchmark
data should come from
the North Carolina Geodetic survey (www.ncgs.state.nc.us), the National Geodetic
Survey
(www.ngs.noaa.gov), or other verifiable sources. orange County will complete the
other elevation
certificate sections, including the required digital photographs and the owner will
sign the document. The
form is available on the orange County website (www.co.orange.nc.us) under the
Current Planning
Department.
INSTRUCTIONS TO PROPOSERS
Page 1
flood prone rfp
A. General Information
Any questions or clarifications of the RFP must be received at least 5 days prior to
the due date. Any
questions received in writing after this date will not have a guarantee of a
response. Any responses made
in writing will be sent to all vendors receiving the original RFP if appropriate.
All correspondence or questions concerning this RFP should be in writing (letter,
fax or email) and directed
to:
0
David Cannell
orange County
Purchasing Department PO Box 8181/129 E Icing Street
Hillsborough NC 27278-8181
email: dcannell@co.orange.nc.us (preferred method)
Fax: (919) 644-3001
Phone (919) 245-2651
B. Insurance
The successful respondent will be required to show proof of professional liability
insurance that
will cover this project. Respondents will also cite in their response,. any and all
claims that
have been filed against the professional liability insurance carried by the
respondent within the
past ten years, regardless of the settlement disposition.
C. Proposed schedule
The RFP-will be conducted according to the following schedule:
a) Issue request for proposal: March 19, 2007.
b) Responses to RFP due, April 24, 2007 at 5:00 pm.
c) Staff recommends selection to BOCC for approval, May 15, 2007.
d) work to commence upon execution of contract document, May 30, 2007 (or sooner).
e) Work completed, September 30, 2007.
f) Report issued to Bocc by staff, October 2007.
RFP FORMAT
Orange County has once again achieved the highest verifiable waste reduction rate in
the State of North
Carolina as calculated by the NC waste Management Division. The 2002-2003 45%
reduction rate
exceeds the 2001-2002 rate by a full 5%. In keeping with our efforts to reduce waste
at its source, we are
asking that respondents double-side copies on recycled content paper to the extent
practicable.
Each respondent is requested to submit one hard copy of your proposal clearly marked
"Response to RFP
for Floodplain Elevation certificate Surveying." (two-sided on 8-1/2" x 11" recycled
content paper) and one
(1) copy on Co or via E-Mail (dcannell@co.orange.nc.us) containing the complete RFP
in Adobe Acrobat
format by the submittal deadline at 5:00 pm EST, February 19,.2007. Proposals shall
include a separate
(in sealed envelope attached only to original) clearly marked "Cost Proposal" along
with the name of your
firm. Most of the selection team members will conduct their individual reviews from
the material provided in
PDF format, so please ensure that they are readable before they are Please submit
Page 2
flood prone rfp
your proposal to the
orange County Purchasing Agent, 129 East King Street, PO Box 8181, Hillsborough, NC
27278.
Orange County reserves the right to interview any and all firms prior to selection.
The Orange County Purchasing contact is David Cannell. He can be contacted at (919)
245-2651. or via
Email at dcannell@co.orange.nc.us (preferred). A copy of this RFP as well as
addendum will be posted on
the orange County website at:
http://www.co.orange.nc.us/purchasing/current_bids.htm.. Orange County
reserves the right to reject any and all proposals and waive minor variances.
Proposals received after the
due date/time shall not be considered.
SUBMITTAL REQUIREMENTS:
A. All respondents are requested to provide the information cited below, as well as
any supplemental
information that you feel provides a comprehensive view of your firm, the proposed
design team and
your approach to this project. However, information should be presented in a clear
and concise
manner.
a
1. 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.
2. A one-page statement of interest and qualifications for this project.
3. A brief (maximum two-page) project understanding description. Include any
concerns• regarding
scheduling, concept, and expectations.
4. oiscuss~on 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.
5. Key personnel proposed as project team members, including detailed resumes.
clearly identify sub
consultants, if proposed, with similar information.
6. Examples of specific knowledge, expertise and project management experience
related to this type
of project.
7. Descriptions of recent and related projects completed by the firm.
8. References of at least three clients for which your firm has provided similar
professional services.
Please include current contact info (name, telephone & email) for each referenced
project. Also list
staff from your firm that was/is assigned to~the referenced project
9. Provide written information and examples of work experience of the "project
manager" identified
that will lead the work on behalf of the firm, which include a description of the
approach used to
develop elevation certificates.
B. Cost Proposal Format
The Cost Proposal shall be a lump sum "not to exceed," with a per structure dollar
amount,, and as
detailed above shall be in a separate envelope attached to the hard copy original
Page 3
Listing of Professional Land Surveying Firms
Mary E. Ayers
8111 Oid NC Highway 86
Chapel Hiil, North Carolina 27515
Steve Yuhasz
ENT Land Surveys, Inc.
226 South Churton Street
Hillsborough, North Carolina 27278
Alois Callemyn
3500 Justamere Farm Road
Hillsborough, North Carolina 27278
Summit Consulting Engineers
1000 Corporate Drive
Hillsborough, North Carolina 27278
Phillip Post and Associates, Inc.
401 Providence Road
Chapel Hiil, North Carolina 27516
Freehold Land Surveys, Inc.
113 West Main Street
Carrboro, North Carolina 27510
Brandon Finch
The John R. McAdams Company, Inc.
2905 Meridian Parkway
Research Triangle Park, North Carolina 27709-4005
Orange County Request for Proposal to Acquire Elevation
Certificate Data for Flood-Prone Structures
Summary of cost proposals
RFP 5132
Greenhorne & O'Mara, Ralei h $26,660.00
KCI Associates, Ralei h $32,250.00
Summit, Hillsborou h $44,800.00
Philli Post & Associates, Cha el Hill $81,700.00