HomeMy WebLinkAbout2017-190-E AMS - Triangle J Council of Governments for Energy and Environment Program DocuSign Envelope ID:97A85083-4649-4F90-9283-141A52E739BF
[Departmental Use Only]
TITLE Triangle Regional
Resiliency Assessment
FY 17-18
NORTH CAROLINA
SERVICES AGREEMENT UNDER$90,000.00
NO RFP/RFQ
ORANGE COUNTY
This Services Agreement (hereinafter "Agreement"), made and entered into this 1st day of
May, 2017, ("Effective Date") by and between Orange County, North Carolina a political
subdivision of the State of North Carolina (hereinafter, the "County") and Triangle J Council of
Governments (TJCOG), (hereinafter, the "Provider").
WITNESSETH:
That the County and Provider, for the consideration herein named, do hereby agree as
follows:
1. Services
a. Scope of Work.
i) This Agreement is for services to be rendered by Provider to County with respect
to (insert type ofproject): Project management and meeting faciliation as detailed in
Appendix A, "TJCOG SCOPE OF SERVICES FOR TRIANGLE REGIONAL
RESILIENCY ASSESSMENT" from TJCOG, the Provider.
ii) By executing this Agreement, the Provider represents and agrees that Provider is
qualified to perform and fully capable of performing and providing the services
required or necessary under this Agreement in a fully competent, professional and
timely manner.
iii) Time is of the essence with respect to this Agreement.
iv) The services to be performed under this Agreement consist of Basic Services, as
described and designated in Section 3 hereof. Compensation to the Provider for
Basic Services under this Agreement shall be as set forth herein.
2. Responsibilities of the Provider
a. Services to be provided. The Provider shall provide the County with all services
required in Section 3 to satisfactorily complete the Project within the time limitations set
forth herein and in accordance with the highest professional standards.
b. Standard of Care.
i) The Provider shall exercise reasonable care and diligence in performing services
under this Agreement in accordance with the highest generally accepted standards
of this type of Provider practice throughout the United States and in accordance
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with applicable federal, state and local laws and regulations applicable to the
performance of these services. Provider is solely responsible for the professional
quality, accuracy and timely completion and/or submission of all work related to
the Basic Services.
ii) Provider shall be responsible for all errors or omissions of its agents, contractors,
employees, or assigns in the performance of the Agreement. Provider shall
correct any and all errors, omissions, discrepancies, ambiguities, mistakes or
conflicts at no additional cost to the County.
iii) The Provider shall not, except as otherwise provided for in this Agreement,
subcontract the performance of any work under this Agreement without prior
written permission of the County. No permission for subcontracting shall create,
between the County and the subcontractor, any contract or any other relationship.
iv) Provider is an independent contractor of County. Any and all employees of the
Provider engaged by the Provider in the performance of any work or services
required of the Provider under this Agreement, shall be considered employees or
agents of the Provider only and not of the County, and any and all claims that may
or might arise under any workers compensation or other law or contract on behalf
of said employees while so engaged shall be the sole obligation and responsibility
of the Provider.
v) If activities related to the performance of this Agreement require specific licenses,
certifications, or related credentials Provider represents that it and/or its
employees, agents and subcontractors engaged in such activities possess such
licenses, certifications, or credentials and that such licenses certifications, or
credentials are current, active, and not in a state of suspension or revocation.
vi) In determining the basic services to be provided, should any documents be
referenced in this Agreement, the terms of this Agreement shall have priority in
any conflict between the terms of referenced documents and the terms of this
Agreement. Should a request for proposals and a proposal be referenced the
terms of the request for proposals shall have priority over the terms of any
proposal.
3. Basic Services
a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows
(fully describe services to be provided): Triangle J Council of Governments (TJCOG)
will provide project management and meeting faciliation in conducting a Triangle
Regional Resiliency Assessment as detailed in Appendix A, "TJCOG SCOPE OF
SERVICES FOR TRIANGLE REGIONAL RESILIENCY ASSESSMENT" from
TJCOG, the Provider.
4. Duration of Services
a. Term. The term of this Agreement shall be from April 1, 2017 to June 30, 2018.
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b. Scheduling of Services.
i) The Provider shall schedule and perform its activities in a timely manner.
ii) Should the County determine that the Provider is behind schedule, it may require
the Provider to expedite and accelerate its efforts, including providing additional
resources and working overtime, as necessary, to perform its services in
accordance with the approved project schedule at no additional cost to the
County.
iii) The Commencement Date for the Provider's Basic Services shall be May 1, 2017.
5. Compensation
a. Compensation for Basic Services. Compensation for Basic Services shall include all
compensation due the Provider from the County for all services under this Agreement.
The maximum amount payable for Basic Services shall not exceed Nineteen Thousand
Nine Hundred and Sixty Four (The assessment will consist of 6 phases, with phases 1-2
funded with existing funds from Emergency Services in Fiscal Year 2016-17 ($6,142).
No funding for Phases 1 and 2 will be used until all project partners have committed to
participate (see Appendix A). Funding for phases 3-6 is contingent on approval in the
FY2017-18 proposed budget for Asset Management Services ($13,822). If approved, no
funding for Phases 3 through 6 will be used until all project partners have committed to
participate.) Dollars ($19,964). Payment for Basic Services shall become due and
payable within thirty (30) days of Provider properly invoicing County. Payment shall be
subject to provisions of Section 5(b).
b. Disputes. In the event the amount stated on an invoice is disputed by the County, the
County may withhold payment of all or a portion of the amount stated on an invoice
until the parties resolve the dispute. Should Provider fail to perform its duties under the
terms of this Agreement, County may, without fault or penalty, withhold any payment
associated with the work to be performed until such time as said work is completed.
c. Additional Services. County shall not be responsible for costs related to any services in
addition to the Basic Services performed by Provider unless County requests such
additional services in writing and such additional services are evidenced by a written
amendment to this Agreement.
6. Responsibilities of the County
a. Cooperation and Coordination. The County has designated (Brennan Bouma, Orange
County Sustainability Coordinator) to act as the County's representative with respect to
the Project and shall have the authority to render decisions within guidelines established
by the County Manager and/or the County Board of Commissioners and shall be
available during working hours as often as may be reasonably required to render
decisions and to furnish information.
7. Insurance
a. General Requirements. Provider shall obtain, at its sole expense, Commercial General
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Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any
additional insurance as may be required by County's Risk Manager as such insurance
requirements are described in the Orange County Risk Transfer Policy and Orange
County Minimum Insurance Coverage Requirements (each document is incorporated
herein by reference and may be viewed at
http://www.orangecountync.gov/departments/purchasing division/contracts.php). If
County's Risk Manager determines additional insurance coverage is required such
additional insurance shall consist of N/A (if no additional insurance required mark N/A
as being not applicable). Provider shall not commence work until such insurance is in
effect and certification thereof has been received by the County's Risk Manager.
8. Indemnity
a. Indemnity. The Provider agrees to defend, indemnify and hold harmless the County
from all loss, liability, claims or expense, including attorney's fees, arising out of or
related to the Project and arising from property damage or bodily injury including death
to any person or persons caused in whole or in part by the negligence or misconduct of
the Provider except to the extent same are caused by the negligence or willful
misconduct of the County. It is the intent of this provision to require the Provider to
indemnify the County to the fullest extent permitted under North Carolina law.
9. Amendments to the Agreement
a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional
compensation or a change in duration of this Agreement shall be made by a written
Amendment to this Agreement executed by the County and the Provider. The Provider
shall proceed to perform the Services required by the Amendment only after receiving a
fully executed Amendment from the County.
10. Termination
a. Termination for Convenience of the County. This Agreement may be terminated without
cause by the County and for its convenience upon seven (7) days' prior written notice to
the Provider.
b. Other Termination. The Provider may terminate this Agreement based upon the County's
material breach of this Agreement; provided, the County has not taken all reasonable
actions to remedy the breach. The Provider shall give the County seven (7) days' prior
written notice of its intent to terminate this Agreement for cause.
c. Compensation After Termination.
i) In the event of termination, the Provider shall be paid that portion of the fees and
expenses that it has earned to the date of termination, less any costs or expenses
incurred or anticipated to be incurred by the County due to errors or omissions of
the Provider.
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ii) Should this Agreement be terminated, the Provider shall deliver to the County
within seven (7) days, at no additional cost, all deliverables including any
electronic data or files relating to the Project.
d. Waiver. The payment of any sums by the County under this Agreement or the failure of
the County to require compliance by the Provider with any provisions of this Agreement
or the waiver by the County of any breach of this Agreement shall not constitute a
waiver of any claim for damages by the County for any breach of this Agreement or a
waiver of any other required compliance with this Agreement.
e. Suspension. County may suspend the Basic Services and this Agreement at any time for
County's convenience and without penalty to County upon three (3) days' notice to
Provider. Upon any suspension by County, Provider shall discontinue work on the Basic
Services and shall not resume the Basic Services until notified to proceed by County.
11. Additional Provisions
a. Limitation and Assignment. The County and the Provider each bind themselves, their
successors, assigns and legal representatives to the terms of this Agreement. Neither the
County nor the Provider shall assign or transfer its interest in this Agreement without the
written consent of the other.
b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights
of respective parties hereunder shall be governed by the laws of the State of North
Carolina. By executing this Agreement Provider affirms that Provider and any
subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter
64 of the North Carolina General Statutes. By executing this Agreement Provider
certifies that Provider has not been identified, and has not utilized the services of any
agent or subcontractor, on the list created by the State Treasurer pursuant to G.S. 147-
86.58.
c. Non-Discrimination. Provider shall at all times remain in compliance with all applicable
local, state, and federal laws, rules, and regulations including but not limited to all state
and federal non-discrimination laws, policies, rules, and regulations and the Orange
County Non-Discrimination Policy and Orange County Living Wage Policy (each policy
is incorporated herein by reference and may be viewed at
http://www.orangecountync.gov/departments/purchasing division/contracts.php.) Any
violation of the Orange County Non-Discrimination Policy is a breach of this Agreement
and County may immediately terminate this Agreement without further obligation on the
part of the County. This paragraph is not intended to limit and does not limit the
definition of breach to discrimination.
d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages
with respect to any provision of, or the performance or non-performance of, this
Agreement shall be brought in the General Court of Justice of North Carolina sitting in
Orange County, North Carolina. It is agreed by the parties that no other court shall have
jurisdiction or venue with respect to such suits or actions. Binding arbitration may not
be initiated by either Party, however, the Parties may agree to nonbinding mediation of
any dispute prior to the bringing of such suit or action.
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e. Entire Agreement. This Agreement represents the entire and integrated agreement
between the County and the Provider and supersedes all prior negotiations,
representations or agreements, either written or oral. This Agreement may be amended
only by written instrument signed by both parties. Modifications may be evidenced by
facsimile signatures.
f. Severability. If any provision of this Agreement is held as a matter of law to be
unenforceable, the remainder of this Agreement shall be valid and binding upon the
Parties.
g. Ownership of Work Product. Should Provider's performance of this Agreement generate
documents, items or things that are specific to this Project such documents, items or
things shall become the property of the County and may be used on any other project
without additional compensation to the Provider. The use of the documents, items or
things by the County or by any person or entity for any purpose other than the Project as
set forth in this Agreement shall be at the full risk of the County.
h. Non-Appropriation. Provider acknowledges that County is a governmental entity, and
the validity of this Agreement is based upon the availability of public funding under the
authority of its statutory mandate.
In the event that public funds are unavailable and not appropriated for the performance of
County's obligations under this Agreement, then this Agreement shall automatically
expire without penalty to County immediately upon written notice to Provider of the
unavailability and non-appropriation of public funds. It is expressly agreed that County
shall not activate this non-appropriation provision for its convenience or to circumvent
the requirements of this Agreement, but only as an emergency fiscal measure during a
substantial fiscal crisis.
In the event of a change in the County's statutory authority, mandate and/or mandated
functions, by state and/or federal legislative or regulatory action, which adversely affects
County's authority to continue its obligations under this Agreement, then this Agreement
shall automatically terminate without penalty to County upon written notice to Provider
of such limitation or change in County's legal authority.
i. Signatures. This Agreement together with any amendments or modifications may be
executed electronically. All electronic signatures affixed hereto evidence the consent of
the Parties to utilize electronic signatures and the intent of the Parties to comply with
Article 11A and Article 40 of North Carolina General Statute Chapter 66.
j. Notices. Any notice required by this Agreement shall be in writing and delivered by
certified or registered mail, return receipt requested to the following:
Orange County Provider's Name
Attention: Brennan Bouma,
Asset Management Services Triangle J Council of
Governments
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P.O. Box 8181 4307 Emperor Blvd. Suite
110
Hillsborough,NC 27278 Durham,NC 27703
[SIGNATURE PAGE TO FOLLOW]
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DocuSign Envelope ID:97A85083-4649-4F90-9283-141A52E739BF
IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have
hereunder set their hands and seal, all as of the day and year first above written.
ORANGE COUNTY: PROVIDER:
DocuSigned by: :cuSigned by:
BY: ��jbin In It �A i4kUrS 'I5/24/2017 B ' �b 5/10/2017
O 744aa755Fa77.__ J- . -6A4g94F-8477...
County Manager
Lee Worsley
Executive Director, Triangle J Council of
Governments
Printed Name and Title
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APPENDIX A-
TRIANGLE J COUNCIL OF GOVERNMENTS SCOPE OF
SERVICES FOR TRIANGLE REGIONAL RESILIENCY
ASSESSMENT
Activity FY2017 FY2018
Contract and Fiscal Management
$590 $1,179
Triangle J Council of Governments (TJCOG)will provide
administrative and managerial support for the length of the
process. TJCOG will execute a sub-contract with National
Environmental Modeling and Analysis Center (NEMAC), act as
the primary contact for all parties, and ensure all deliverables
are completed as agreed upon by the Triangle Regional
Resiliency Assessment Steering Committee. TJCOG will act as
the fiscal agent for the duration of the project. NEMAC's Scope
of Work for TJCOG follows this scope of services (pages 3-16).
Staff-Jen Schmitz, Principal Planner
Meeting?
iHachHhft ation
$937 $1,874
TJCOG will support up to 6 large workshops (30 attendees)
and up to 6 smaller meetings with working groups (12
attendees). TJCOG will prepare for, host, and follow-up
NEMAC's meetings. Tasks may include compiling invite lists
from partners, managing RSVPs, scheduling planning calls,
confirming meeting space, providing meeting supplies (i.e.
projector, flipcharts, etc.), printing required documents, taking
notes, providing refreshments, follow-up with meetings, and
next steps.
Staff-Jen Schmitz, Principal Planner
Andrea Eilers, Energy& Environment Program Manger
Contractual
$4,615 $10,769
As the administrative and fiscal agent, TJCOG will ensure
payments from participating project entities are conveyed to
NEMAC on an agreed upon schedule.
Contractor- UNC Asheville's National Environmental Modeling
and Analysis Center
Total $6,142 $13,822
DocuSign Envelope ID:97A85083-4649-4F90-9283-141A52E739BF
RELEVANT PARTIES AND ORGANIZATION
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Triangle J Council of Governments (TJCOG)will provide project management and meeting faciliation in
conducting a Triangle Regional Resiliency Assessment. This assessment will be conducted for and in
partnership with Orange, Durham and Wake Counties; and the municipalities of Cary, Chapel Hill, Durham,
and Raleigh. TJCOG will subcontract with UNC Asheville's National Environmental Modeling and Analysis
Center(NEMAC) to provide technical assistance in the completion of this assessment.
The Triangle Regional Resiliency Assessment Steering Committee will be led in part by the primary
sustainability contacts at each of the local governments in the Assessment.
Project management for Orange County will be provided by Asset Management Services and Emergency
Services. Staff from these departments will engage other County Staff and information as needed to complete
the assessment.
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Subcontractor Scope of Work — National Environmental Modeling & Analysis Center
(NEMAC)
Work Plan
The following outlines the scope of work and budget for the Resilience Assessment("Assessment") between the Triangle J Council of
Governments("Triangle J")and UNC Asheville's National Environmental Modeling and Analysis Center("NEMAC").This document will
serve as the planned work program for the entirety of this agreement, and will illustrate the mutual involvement, benefit, and interest of
work between Triangle J,the local governments involved in the Assessment(including Cary, Durham, Raleigh, Chapel Hill, Durham
County, Orange County, and Wake County), and NEMAC.The project will commence with the signing of the contract(estimated at
April 2017) and be complete by June 30, 2018.The project will be managed in six phases,as outlined below, and will follow the"Steps
to Resilience"as outlined in the U.S. Climate Resilience Toolkit(toolkit.climate.gov).
Scope of Work
The Resilience Assessment("Assessment")will take a phased approach and will follow the Steps to Resilience outlined in the U.S.
Climate Resilience Toolkit("CRT"), as depicted in Figure 1. Each phase, the expected deliverables, and roles and responsibilities are
described in the following sections. Following these sections, the expected project timeline, budget, and budget justification are
provided. Steps to Resilience and Supporting Components 1 1,10, , ,,o)0 A'Illi
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DocuSign Envelope ID:97A85083-4649-4F90-9283-141A52E739BF
Fiscal Year 2017
Phase One: Explore Climate Threats
The first phase of the process, "Explore Climate Threats,"is based on Step One of the CRT's Steps to Resilience and builds upon
important work done by the SSDN PREP workshops in recent years.This process will require a complete assessment of climate-
related threats, including drought, heavy precipitation events, heat waves, and others.The assessment will utilize resources that
include data from the National Climate Assessment North Carolina State Summary, the U.S.Climate Resilience Toolkit and associated
Climate Explorer(including climate projections),and data from NOAA National Centers for Environmental Information's Climate-at-a-
Glance, as well as other accredited sources. In order to complete this assessment, NEMAC will collaborate with GIS staff from the
Triangle J COG and/or staff from the participating local governments to create an exhaustive data inventory which will be used in
Phase I I and III (the inventory will be developed upon the execution of the contract).This inventory will require NEMAC and Triangle J
to identify and agree to the spatial boundaries used for each municipality involved in the assessment and will be completed prior to the
kick-off meeting.Additionally, NEMAC will not be responsible for developing new datasets for this assessment, but will rather utilize
existing datasets in order to complete the assessment in full.Triangle J and/or participating local governments will share with NEMAC
the most recent versions of their local comprehensive,sustainability,and hazard mitigation plans.And finally, it will need to be
determined during the kick-off meeting how digital resources will be shared at the completion of this project(e.g.either(i)through a
secure, online resource, and/or(ii)data drives will be provided to Triangle J and the steering committee for distribution). This kick-off
meeting will include a presentation to a larger group(size to be determined by Triangle J)with individuals from each municipality in
order to provide a clear project plan to all who may be involved.This will happen on the same day as a kick-off meeting which will
include a smaller team.The intent of this smaller team meeting is to complete project and logistical planning.The number of
participants to attend this meeting can be determined by Triangle J and will ideally not exceed 30 people total. During this meeting, a
steering committee(12-15 people) should be identified that will serve for the entire lifecycle of the project.
The expected deliverables for this phase include:
• A project plan presentation to representatives of each municipality involved;
• A kick-off planning meeting(or"working session")with NEMAC, Triangle J, and the project steering committee
(including local sustainability directors);
• An initial summary and inventory(GIS and tabular data)of key climate-related threats to be used in subsequent
phases;
• Presentations (electronic and hard copy)with key climate visuals focused on local scene-setting;
• One facilitated workshop for all participants identified in the initial working session (including workbooks for all
participants); and
• A Phase One summary report,which will subsequently be integrated into the final project report(Phase Five).
Phase Two: Vulnerability and Risk Assessment(Exposure Analysis)
The second phase of the process,which is based on Step Two of the CRT's Steps to Resilience, involves an analysis of key regional
and local community assets so that they can be included in an assessment of vulnerability and risk.This asset analysis will use
socioeconomic datasets from local, regional, and statewide sources,and will draw from the local comprehensive, sustainability, and
hazard mitigation plans shared with NEMAC during Phase One.
The process for this analysis involves quantifying exposure,which is defined as"the presence of people, assets,and ecosystems in
places where they could be adversely affected by hazards[threats]."These community assets will be identified during a facilitated
workshop with the local governments and Triangle J. Due to the scale of the analysis, NEMAC will initially place these community
assets into general categories(e.g., residential, commercial, community services, road infrastructure)and,as high-exposure areas are
identified, a more detailed analysis will be completed using additional categories (e.g., parks,food infrastructure, critical infrastructure,
bridges, etc.).The analysis in Phase II and III will be completed at a parcel and structural scale, but will be summarized to census tract
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or census block group for the final product. Any data from the analysis will be made available in Phase VI (whether or not it is included
in final assessment). NEMAC will coordinate with GIS or technical representatives from Triangle J and municipalities in Phase VI to
ensure it is provided in the best usable format.
The expected deliverables for this phase include:
• Exposure assessments(maps in hard copy and electronic format);
• An initial summary and data inventory(GIS and tabular data)of key community assets to be utilized in subsequent
phases;
• Presentations (electronic and hard copy)with key visuals focused on local scene-setting;
• One facilitated workshop for all participants(including workbooks for all participants); and
• A Phase Two summary report,which will subsequently be integrated into the final project report(Phase Five).
*FY2018 WORKPLAN CONTINGENT UPON FY2018 BUDGET APPROVAL*
Fiscal Year 2018
Phase Three: Vulnerability and Risk Assessment(Sensitivity,Adaptive Capacity,Vulnerability and Risk)
The third phase of the process, also based on Step Two of the CRT's Steps to Resilience, involves using the climate-related threats
and community assets (or"asset/threat pairs")from the previous two phases to develop a vulnerability and risk assessment. The first
part of the assessment requires participants to identify the criteria for sensitivity(or"the degree to which a system, population, or
resource is affected by climate impacts(including extreme weather)or changing climate conditions")and the criteria for adaptive
capacity("the ability of a person or system to adjust to a stressor, take advantage of new opportunities,or cope with change"), along
with critical thresholds(or tipping points)for the asset/threat pairs. Participants will provide input during workshops and working
sessions to define criteria and thresholds for each asset/threat pair; the identified criteria/thresholds will then be used to define areas of
vulnerability(or"the propensity or predisposition of human and other systems to be adversely affected by climate change"that
"encompasses concepts such as susceptibility to harm and lack of capacity to cope or adapt"). NEMAC will use these criteria, which
will be defined in the first workshop of this phase, to create spatial maps of sensitivity, adaptive capacity, vulnerability, and risk scoping,
which will be presented during the second workshop of this phase. During this phase, it will also be necessary to identify whom from
the local governments will be contributors and editors of the final report.
The expected deliverables for this phase include:
• A sensitivity and adaptive capacity assessment(maps in hard copy and electronic format);
• A vulnerability assessment(including maps at the parcel and census block scales);
• An initial risk scoping assessment(including maps at the parcel and census block scales);
• Vulnerability and risk cross plots(criteria for developing vulnerability and risk maps)and associated maps;
• Presentations (electronic and hard copy)with key visuals focused on local scene-setting;
• Two facilitated workshops for all participants(including workbooks for all participants);
• Two working sessions(scheduled between workshops); and
• A Phase Three summary report,which will subsequently be integrated into the final project report(Phase Five).
Phase Four: Options to Build Resilience and Prioritizing Actions
The fourth phase of this process, based on Steps Three and Four of the CRT's Steps to Resilience, involves identifying options that
build resilience to climate-related threats.These options would accomplish this by reducing vulnerability, reducing risk, or supporting
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response and recovery efforts in the event that a threat or hazard occurs. Options will target the most vulnerable areas identified in
Phase Three by either(i) reducing exposure, or(ii) increasing adaptive capacity.After options have been identified, they will be
prioritized based on how much they reduce vulnerability and risk, their ability to be implemented, and other criteria established by
participants.This phase will require two workshops and two separate working sessions to complete.The work completed during this
phase will provide a strong foundation for the last and final step of the Steps to Resilience:"Take Action." Taking Action will require
each local government to implement the Resilience Assessment developed during this effort. NEMAC will be available for consultation
during this phase,and is amenable to amending this Proposed Work Plan if a need for additional work is required.
The expected deliverables for this phase include:
• A comprehensive list of prioritized options that meet criteria identified as important to workshop participants;
• Two facilitated workshops for all participants(including workbooks for all participants);
• Two working sessions(scheduled between workshops); and
• A Phase Four summary report,which will subsequently be integrated into the final project report(Phase Five).
Phase Five: Final Report Preparations
The fifth phase of this contract is the development of a regional Resilience Assessment report, to include all associated maps, graphs,
statistics, and decisions made during earlier phases.The assessment will be formatted so that recommendations and options are
easily transferable into other frameworks, such as comprehensive plans or hazard mitigation plans.This will require cooperation with
local governments to establish content requirements. The intent is to have the options and recommendations from Phase IV be
implementable, but how the municipalities incorporate them into their plans will be their responsibility.This project will bring all involved
through Phase IV(Options to Build Resilience and Prioritizing Actions), but after this stage of prioritization, it will be up to the
municipality to determine how they will ultimately prioritize, implement, maintain and evaluate them within their own governance
If municipalities require further assistance with integration of this report into their planning efforts, then NEMAC may require additional
funding—which will be determined toward the end of this Phase Five. Note that this effort will require NEMAC's access to the most
recent versions of comprehensive, sustainability, and hazard mitigation plans for each local government,which should have been
completed during Phase One.
During this phase, identified members from each participating local government—identification of whom will need to be completed
before the end of Phase Three—will be able to provide comments and feedback on the Resilience Assessment's content.This will
require a formalized editing and tracking process, likely to involve online protocols for sharing content, versioning,deadline
management,etc. NEMAC will work with Triangle J and the steering committee to establish this process during a working group
session held during this phase.
After the completion of the report, it is recognized that certain administrative and governmental approvals may be needed to adopt and
implement the assessment. NEMAC reserves the right to publish content concerning the methodology and to promote this process
after the completion Phase Five.To the best of its ability, NEMAC will notify Triangle J and the steering committee of any such
published materials before publication.
The expected deliverables for this phase include:
• One working session with Triangle J and the steering committee;
• Established process for providing comments and feedback on content;and
• Final report(electronic and hard copy)with key maps, graphics, and text developed during Phases One through
6
DocuSign Envelope ID:97A85083-4649-4F90-9283-141A52E739BF
Four.
Phase Six: Digital Access
The last phase of this project is to deliver all relevant GIS and spatial data developed during this project as digital files. Phases One
and Two are supported by a data-driven process and database to support the assessment.This last phase allows for this data to
become readily available to project participants and provides transparent documentation of data sources, methodology,and metadata.
Completing this phase provides a method for easily maintaining and updating the assessment in the future.These digital files will be
shared either(i)through a secure, online resource, and/or(ii)data drives will be provided to Triangle J and the steering committee for
distribution.This determination will need to be determined during the first working session (kick-off meeting)in Phase One.As part of
this Proposed Work Plan, NEMAC agrees to maintain and support the digital data for one year beyond the completion of the work plan
(through June 2019).
NEMAC has the ability to provide more sophisticated digital resources for sharing data and content developed during this planning
process, such as the development of an online content management system (e.g., Drupal).This type of solution allows users to share
files, post updates, and manage users within a centralized online location throughout the project lifecycle.Additionally, if Triangle J and
the steering committee are interested in providing access to GIS data for project participants and/or the public through an online GIS
viewer or similar technology, NEMAC can meet this need. If these additional options are desired,this Proposed Work Plan will require
amendment to provide NEMAC with additional resources to complete these tasks.
The expected deliverables for this phase include:
• Access for Triangle J and all local governments to relevant GIS and spatial data for the project(online access and/or
external hard drives); and
• Documentation of metadata for spatial data, tabular data, etc.
Workshops and Meetings
Up to nine workshops and working sessions will be required in order to complete the work phases described above(see a description
of each of these workshops in the Project Timeline, below)."Planning sessions"(e.g., the initial kick-off meeting)will require attendance
from NEMAC staff(up to three staff members), staff from Triangle J, and the steering committee(the Sustainability Directors from each
local government and/or additional members, as determined by the group)."Workshops,"however,will require the attendance of these
staff members and an additional one to two representatives from key municipal departments(e.g., planning,storm water)as
determined during the initial kick-off meeting, and should not exceed 30 total people in attendance."Working sessions"will require
attendance from one to two NEMAC staff, one to two staff from Triangle J, and key representatives from municipal departments as
identified during the workshops.These representatives will be nominated to complete additional work during the working sessions, and
should have some institutional knowledge of the topic under consideration.Working sessions should not have more than 10-12 people
in attendance.
During the"workshops," NEMAC will provide three-ring binders, or"workbooks,"for attendees to use during each phase of the project.
Prior to each scheduled workshop, NEMAC will supplement each workbook with appropriate materials (presentations, exercises,
maps).Attendees will have the option to leave workbooks with NEMAC staff at the end of each workshop,or they may opt to take their
workbooks home. Participants will be responsible for passing the workbooks on to the correct staff member who will attend the
following workshop.
Roles and Responsibilities
Each member of the project has anticipated roles and responsibilities.They are:
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DocuSign Envelope ID:97A85083-4649-4F90-9283-141A52E739BF
• NEMAC will facilitate all planning sessions,workshops, and working sessions; develop a data inventory; complete
the data assessment and analysis; create and provide presentations;facilitate workshops; create workbooks;write, edit and
manage reports; and provide digital access to content developed during the project.
• Triangle J will act as logistical lead of the project,will coordinate workshop logistics such as space reservations and
catering, and will handle scheduling/coordination with workshop participants.
• The steering committee will be responsible for recruiting workshop participants from respective departments,
participating in workshops, and providing feedback on the final report.
Project Timeline
The following is a timeline for the project lifecycle and expected dates for planning sessions,workshops, and working sessions. Further
detail is provided below about topics, attendees, and deliverables for each of these sessions.
Fiscal Year 2017 Fiscal Year 2018
2017 2018
Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Phase 1 P1 W1
Phase 2 W2
Phase 3 W3 S1+2 W4
Phase 4 W5 3+4 W6
Phase 5 S5
Phase 6
P= Planning session (kick-off meeting)with NEMAC, Triangle J, steering committee
S=Working session with smaller group(10-12 participants or steering committee)
W=Workshop with full group(up to 30 participants)
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DocuSign Envelope ID:97A85083-4649-4F90-9283-141A52E739BF
Fiscal Year 2017 Conceptual Schedule
Planning session#1 —April 2017
• Attendees: Steering committee(10-12 people)
• Topic: Initial planning session
• Deliverable: Discussion of process, timeline, and schedule for work through June 2018.This will be a chance for the
steering committee to ask questions about the scope of work and expectations. NEMAC will also want to learn about the
concerns and goals sustainability managers have in each of their communities.
• Available dates:Week of April 3; Week of April 10; Week of April 17
Workshop#1 —May 2017
• Attendees: Full group(up to 30 people)
• Topic: Introduction to resilience planning process and begin to explore climate threats(Phase One)
• Deliverable: Participants will be introduced to the"Steps to Resilience"and will begin to identify the threats to be
considered in the resilience process. Participants will have the chance to share what climate-related threats they have faced in
the past and institutional knowledge of impacts they already face. NEMAC will facilitate an exercise to have participants begin
thinking about how key assets are impacted by climate threats. NEMAC will also share the key messages and latest scientific
consensus on future change and what threats are projected to impact the Piedmont region. NEMAC will also share the
general approach for how the threats and assets will be considered in the exposure analysis of Phase Two(next step).
• Available dates:Week of May 1; Week of May 15; Week of May 22;Week of May 29
Workshop#2—June 2017
• Attendees: Full group(up to 30 people)
• Topic: Review findings from exposure analysis of climate threats and the types of assets impacted in the region
(Phase Two)
• Deliverable: Participants will review how each climate threat is considered in the exposure analysis (what assets are
in harm's way)for 4-6 types of assets (e.g., residential, commercial, community services,and roads).
• Available dates:Week of June 5; Week of June 12; Week of June 19; Week of June 26
*FY2018 WORKPLAN CONTINGENT UPON FY2018 BUDGET APPROVAL*
Fiscal Year 2018 Conceptual Schedule
Workshop#3—August 2017
• Attendees: Full group(up to 30 people)
• Topic: Begin moving from exposure to understanding vulnerability and risk(Phase Three)
• Deliverable: NEMAC will provide an introduction for moving from exposure analysis to vulnerability and risk
assessment. Participants will work through exercises to evaluate potential impacts and adaptive capacity of key assets.This
will also help to determine whether more specific asset categories need to be included.
Working Sessions#1 and#2—September 2017
• Attendees: Participants(10-12 people)
• Topic: Develop assessment criteria for vulnerability(potential impacts and adaptive capacity) (Phase Three)
• Deliverable: In two different working sessions, participants will work through exercises that will provide input for the criteria
used in the vulnerability assessment. Each session will be focused on a different topic or group of assets.
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DocuSign Envelope ID:97A85083-4649-4F90-9283-141A52E739BF
Workshop#4—Mid-November 2017
• Attendees: Full group(up to 30 people)
• Topic: Review findings from vulnerability assessment and consider risk(Phase Three)
• Deliverable: Participants will review how the vulnerability criteria were used. NEMAC will provide information about risk to
each threat and future change. Participants will review how future change can increase risk.
Workshop#5—January 2018
• Attendees: Full group(up to 30 people)
• Topic: Focus on the most vulnerable and at-risk assets, and begin to identify options to build resilience(Phase Four)
• Deliverable: Participants will focus on the assets with the most vulnerability and risk to identify ways to reduce
vulnerability or risk.This will focus on options that reduce exposure, increase adaptive capacity,or deal with future change.
Working sessions#3 and#4—March 2018
• Attendees: Participants(10-12 people)
• Topic: Continue to identify options to build resilience and begin to prioritize them into actions(Phase Four)
• Deliverable: Participants will continue to identify options to build resilience and begin to identify criteria that will be
used to prioritize them into actions. Each session will focused on a different topic or group of assets.
Workshop#6—March 2018
• Attendees: Full group(up to 30 people)
• Topic: Review options and the criteria being used to prioritize actions (Phase Four)
• Deliverable: Participants will review all the options that have been identified and determine criteria used to prioritize them into
actions.
Working session#5—May 2018
• Attendees: Steering committee(10-12 people)
• Topic: Final report review(Phase Five)
• Deliverable: Review comments and questions about draft report and address how comments will be addressed in
final report.
This project will start in April 2017 is anticipated to take approximately 18 months to complete.This timetable could be accelerated or
extended, based on what works best for the participating local governments.
10
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DocuSign Envelope ID 97A85083-4649-4F90-9283-141A52E739BF
0111 II
BUDGET JUSTIFICATION
The following budget narrative outlines the budget details for Phase I through VI of this project.
UNC Asheville's NEMAC will provide the necessary expertise and staff to complete the work plan for FY17 and
FY18. Based on scoping discussions, the percentage of time for each staff member has been estimated to meet
these requirements, however individual work effort may shift from year to year based on priorities.The estimated
annual effort is as follows:
Total Salaries and Benefits
Total salaries and benefits for UNC Asheville's NEMAC personnel committed to this program for FY17($23,127):
• Jim Fox(Director):$8,112
• Karin Rogers(Director of Operations/Research Scientist):$4,870
• Matt Hutchins (Research Scientist):$8,131
• Ian Johnson (Geospatial and Science Communications Associate):$1,226
• Kim Rhodes(GIS Technician):$789
• Caroline Dougherty(Principal Designer):$0
• Nina Hall (Lead Science Editor):$0
Total salaries and benefits for UNC Asheville's NEMAC personnel committed to this program for FY18($51,140):
• Jim Fox(Director):$16,224
• Karin Rogers(Director of Operations/Research Scientist):$13,635
• Matt Hutchins (Research Scientist):$14,785
• Ian Johnson (Geospatial and Science Communications Associate):$2,451
• Kim Rhodes(GIS Technician):$789
• Caroline Dougherty(Principal Designer):$1,226
• Nina Hall (Lead Science Editor):$2,032
Students- It is anticipated that 2 to 4 undergraduate students will be assigned to this project, depending upon need.
Students are paid$12 per hour and we are budgeting for 157 hours of work for FY17($1,884)and 81 hours of work
for FY18($969).
Fringe Benefits
Fringe Benefits are calculated at 29% of total salary for key personnel. In order to simplify the preparation of proposal
budgets, UNCA's Audit Agency(Dept.of Health & Human Services) has agreed that UNCA can estimate its fringe
benefits using established percentage rates.The fringe benefit rate is expressed as a percentage of salary and the
dollar amount is calculated by applying standard fringe benefit rates to each employee's salary charged to the
project.The Fringe Benefit Rates applicable to Sponsored Projects at UNCA consist of four main categories.The first
three categories use rates regulated by agencies outside the University.The fourth and smallest category is for a
pool of expenses that cannot be directly assignable to specific employees; therefore the rate is negotiated with our
cognizant audit agency, DHHS, Division of Cost Allocation.The components of these four categories are as follows:
(1) Health insurance; (2) Life Insurance, Long Term Disability, and Retirement; (3) FICA(Federal Insurance
Contributions Act)/Medicare and OASDI (Old Age, Survivors &Disability Insurance, a.k.a. Social Security); and(4)
Triangle J
Council of Governments 14
DocuSign Envelope ID 97A85083-4649-4F90-9283-141A52E739BF
0111 II
Workers' Compensation, Unemployment Compensation, Severance/terminal Leave Pay, Short-
term Disability and Associated Benefits and Administrative Costs.
Travel
Travel will be required to support this effort for working sessions and workshops.Travel costs are based on
comparable trips within the Southeast for similar purposes over the past three years.An example trip to Raleigh, NC
this past year was used to estimate these costs.Trips to other possible locations would have comparable costs.
Below is an estimate of one individual trip for one night for three staff members,costing$1,000. It is anticipated that 2
trips will be needed for FY17 ($2,000)and 7 trips will be needed in FY18($7,000). In-state travel shall follow state
rates. Out of state travel shall follow U.S. General Services Administration rates.
EXAMPLE:
Collaborative meeting trip to Raleigh, NC for 3 NEMAC staff for 1 night/2 days:
Ground $ 310
Lodging $ 450(3 nights at$150/night)
Per-diem $ 240(2 days at$40/day)
TOTAL $1,000
Equipment
No equipment is anticipated for this project.
Subcontracts
No subcontracts are anticipated for this project at the current time.
Material and Supplies
Items valued at less than$3,000 are listed in this category,and include materials for workshops,software licensing
fees, external hard drives, computer workstations purchased through the University's contract provisions with Dell
and Apple(desktop, laptop or iPad), and printer and plotter supplies.The estimated cost is$816 for Year FY17 and
$2,244 for FY18.
Current Services(ERC—Data Hosting)
Data hosting and cloud-based services will be provided by ERC Broadband for a total of$3,000 for FY18. ERC
Broadband provides internet and cloud-based computing services locally in Asheville, NC and will support technology
needs in Phase VI.
Indirect Costs
The on campus indirect cost rate established for University of North Carolina Asheville(UNCA) is 57%of Modified
Total Direct Costs,where UNC Asheville only calculates indirect charges on key university employee salaries (total
Triangle J
Council of Governments 15
DocuSign Envelope ID 97A85083-4649-4F90-9283-141A52E739BF
11111111111 1
salary X 57%). This charge has been approved by the cognizant government agency,
Department of Health and Human Services. However, based on rates provided to other local and
regional municipalities, a rate of 15%of salaries of key personnel will be used.Total cost is
$2,689 for FY17 and$5,947 for FY18.
Triangle J
Council of Governments 16
DocuSign Envelope ID:97A85083-4649-4F90-9283-141A52E739BF
Certificate of Insurance Issue Date(MM/DD/YYYY)
04/05/2017
Named Participant This Certificate is issued as a matter of information only and confers no rights upon the Certificate Holder.
This Certificate does not amend,extend or alter the coverage afforded by the Policies below.
Triangle J COG Companies affording Coverage
4307 Emperor Blvd,Suite 110
Durham, NC 27703 A= Interlocal Risk Financing Fund of North Carolina
B= North Carolina Interlocal Risk Management Agency
COVERAGES
THIS IS TO CERTIFY THAT THE COVERAGE LISTED BELOW IS AFFORDED TO THE PARTICIPANT NAMED ABOVE FOR THE PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT TERM OR CONDITION OF ANY
CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN THE COVERAGE DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS
OF SUCH PROGRAM.
Co Type of Coverage Policy Number Effective Expiration Limits of Liability
Ltr Date Date
A GENERAL LIABILITY PL-94006-2016-00 07/01/2016 07/01/2017 Products-Comp/Operations $5,000,000
® Commercial General Liability Personal&Adv.Injury $5,000,000
❑ Claims Made ® Occurrence Each Occurrence $5,000,000
Fire Damage(Any one fire) $1,000,000
Med.Expense(Any one person) N/A
Deductible $500
A AUTOMOBILE LIABILITY PL-94006-2016-00 07/01/2016 07/01/2017 Limit Deductible
® Any Auto(Symbol 1) Combined Single Limit$2,000,000 $500
❑ Hired Autos(Symbol 8)
❑ Non-Owned Autos(Symbol 9)
❑ Uninsured/Underinsured Motorists
PROPERTY Limit Deductible
❑ Real&Personal Property
❑ Builder's Risk
❑ Auto Physical Damage(Symbol 7&8)
❑ Municipal Equipment
❑ Computer Equipment&Media
❑ Portable Equipment
❑ Fine Arts
Police Professional Liability Limit(per occurrence/aggregate) Deductible
❑ Claims Made ❑ Occurrence
Public Officials Liability Limit(per occurrence/aggregate) Deductible
❑ Claims Made ❑ Occurrence
Employment Practices Liability Limit(per occurrence/aggregate) Deductible
❑ Claims Made ❑ Occurrence
Workers'Compensation Limit
❑ Workers'Compensation and Employer's Liability Each Accident
❑ WC Statutory Limit Disease-Each Employee
Disease-Policy Limit
OTHER COVERAGE Limit Deductible
0
0
Description
Evidence of coverage
Certificate Holder Cancellation
Orange County Should any of the above described coverages be cancelled before
200 S.Cameron St. the expiration date thereof the issuing company will endeavor to
Hillsborough, NC 27278 mail 30 days written notice to the certificate holder named to the left,
but failure to mail such notice shall impose no obligation or liability
of any kind upon the company,its agents or representatives.
Authorized Representative A/lam "9,4
DocuSign Envelope ID:97A85083-4649-4F90-9283-141A52E739BF
Certificate of Insurance Issue Date(MM/DD/YYYY)
04/05/2017
Named Participant This Certificate is issued as a matter of information only and confers no rights upon the Certificate Holder.
This Certificate does not amend,extend or alter the coverage afforded by the Policies below.
Triangle J COG Companies affording Coverage
4307 Emperor Blvd,Suite 110
Durham, NC 27703 A= Interlocal Risk Financing Fund of North Carolina
B= North Carolina Interlocal Risk Management Agency
COVERAGES
THIS IS TO CERTIFY THAT THE COVERAGE LISTED BELOW IS AFFORDED TO THE PARTICIPANT NAMED ABOVE FOR THE PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT TERM OR CONDITION OF ANY
CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN THE COVERAGE DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS
OF SUCH PROGRAM.
Co Type of Coverage Policy Number Effective Expiration Limits of Liability
Ltr Date Date
GENERAL LIABILITY Products-Comp/Operations
❑ Commercial General Liability Personal&Adv.Injury
❑ Claims Made ❑ Occurrence Each Occurrence
Fire Damage(Any one fire)
Med.Expense(Any one person) N/A
Deductible
AUTOMOBILE LIABILITY Limit Deductible
❑ Any Auto(Symbol 1) Combined Single Limit
❑ Hired Autos(Symbol 8)
❑ Non-Owned Autos(Symbol 9)
❑ Uninsured/Underinsured Motorists
PROPERTY Limit Deductible
❑ Real&Personal Property
❑ Builder's Risk
❑ Auto Physical Damage(Symbol 7&8)
❑ Municipal Equipment
❑ Computer Equipment&Media
❑ Portable Equipment
❑ Fine Arts
Police Professional Liability Limit(per occurrence/aggregate) Deductible
❑ Claims Made ❑ Occurrence
Public Officials Liability Limit(per occurrence/aggregate) Deductible
❑ Claims Made ❑ Occurrence
Employment Practices Liability Limit(per occurrence/aggregate) Deductible
❑ Claims Made ❑ Occurrence
A Workers'Compensation WC-506-2016-00 07/01/2016 07/01/2017 Limit
® Workers'Compensation and Employer's Liability Each Accident $1,000,000
® WC Statutory Limit Disease-Each Employee $1,000,000
Disease-Policy Limit $1,000,000
OTHER COVERAGE Limit Deductible
0
0
Description
Evidence of coverae
Certificate Holder Cancellation
Orange County Should any of the above described coverages be cancelled before
200 S.Cameron St. the expiration date thereof the issuing company will endeavor to
Hillsborough, NC 27278 mail 30 days written notice to the certificate holder named to the left,
but failure to mail such notice shall impose no obligation or liability
of any kind upon the company,its agents or representatives.
Authorized Representative