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HomeMy WebLinkAboutAgenda - 06-13-2006-5kORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 13, 2006 Action Agenda Item No. 5- K SUBJECT: Contract with Legacy Research Associates, Inc. for a Cultural and Archaeological Survey of the Future New Hope Park at Blackwood Farm DEPARTMENT: ERCD, Purchasing PUBLIC HEARING: (Y /N) No ATTACHMENT(S): INFORMATION CONTACT: 1) Request for Proposals David Stancil, 245 -2590 2) Staff Analysis of Proposals Pam Jones, 245 -2650 3) Consultant Proposal Cost Breakout PURPOSE: To consider awarding a contract to Legacy Research Associates, Inc. for a survey of cultural and archaeological resources on the 152 -acre property owned by Orange County for the future New Hope Park at the former Herbert Blackwood Farm. BACKGROUND: Orange County is seeking a qualified and experienced firm to conduct a survey of cultural and archaeological resources within the future New Hope Park. The farm was purchased from the Blackwood Family in 2001 and served as the site of the County's 250th Anniversary Agricultural Heritage Festival in September of 2003, The property is currently land - banked but planning is underway for a low- impact park focusing on the special scenic, agricultural and environmental aspects of the site. Information collected from the survey will be used for siting park facilities and for identifying areas of historic and cultural interest for interpretation. The survey will be comprised of the following principal components: (a) background research, (b) an intensive surface and subsurface investigation of the areas of the park identified for active recreation, (c) a reconnaissance survey of the areas of the park intended for passive recreation, and (d) a reporting of results. A final report will be submitted to Orange County by July 14, 2006. The contractor may also present its findings to the New Hope Park at Blackwood Farm Master Plan Work Group, Orange County received three (3) proposals in response to a May 8'h request for proposals (RFP). After a thorough evaluation of the proposals and consultation with the Purchasing department, ERCD recommends awarding the contract to Legacy Research Associates, Inc. This firm's excellent proposal, high level of experience, and cost of services make them our first choice. A more detailed evaluation of the proposals is available from ERCD. FINANCIAL IMPACT: The projected cost of the survey is $8,254. Funding is included in the CIP and will be available July 1. Payments will not be incurred before that date. RECOMMENDATION(S): The Manager recommends that the Board approve the contract and authorize the Chair to sign on behalf of the Board, subject to final review by staff and County Attorney. 3 The Seven Mile Creek Preserve Orange County Environment & Resource Conservation 306 -A Revere Road / PO Box 8181 Hillsborough, NC 27278 Phone: (919) 245-2590, Fax: (919) 644 -3351 MEMWIM MEMORANDUM TO: Archaeology Consultants FROM: Tina Moon, ERCD Land Use & Preservation Planner SUBJECT: Request for Proposals Cultural and Archaeological Survey of Blackwood Farm Property Hillsborough, Orange County, NC Orange County is seeking a qualified and experienced archaeologist(s) to conduct a survey of cultural and archaeological resources within the property planned for New Hope Park at Blackwood Farm. The information will be used for siting future park facilities and for identifying areas of historic and cultural interest for interpretation. Orange County owns the 152 -acre farm property, which will be planned for use as a public park. The site is located midway between Hillsborough and Chapel Hill, near the intersection of NC 86 and New Hope Church Road, and just east of Interstate 40 (Exit 263). The site consists of an historic farmstead surrounded by forested and open agricultural land. The findings from the survey will be provided to a committee charged with developing a master plan for the proposed "New Hope Park at Blackwood Farm." It is expected that the park master plan will accommodate facilities with a low- impact design that will enable the site to retain most or all of the agricultural, historic and scenic components of the property. If your firm is interested in performing this work, please mail or deliver your response to the Orange County Purchasing and Central Services Department, Attn: Pam Jones, Director, 129 East King Street, PO Box 8181 Hillsborough, NC 27278. Proposals will be received no later than 5 pm, Friday, May 26, 2006. Please contact ERCD directly if you would like to visit the site in advance of submitting a proposal. If you have any questions, feel free to contact Tina Moon at (919) 245 -2583 or Mara Beth Carr at (919) 960 -3880. 51 REQUEST FOR PROPOSAL Cultural and Archaeological Survey of the Blackwood Farm Property Orange County is seeking a qualified and experienced archaeologist to conduct a survey of cultural and archaeological resources within the property being planned for the future New Hope Park at Blackwood Farm. The information will be used for siting park facilities and for identifying areas of historic and cultural interest for interpretation. The park will be designed and developed by Orange County, which purchased the property in late 2001. All proposals must address the specifications of the accompanying Scope of Work, and are to include, but not be limited to the following: A discussion of the research design for the proposed investigation. 2. A discussion of the field and laboratory methods to be employed. 3. A work schedule for the proposed survey. 4. A lump sum project cost proposal, with cost breakouts as cited in Section IV. 5. Resumes articulating qualifications of all members of the project team, including, but not limited to the Principal Investigator(s) and field director(s). 6. A list of all similar projects completed by the proposer over the past five (5) years, along with contact names and telephone numbers where they may now be reached. Submission Deadline: The Purchasing Director must receive Proposals no later than 5pm, May 26, 2006. Proposals received after that time will be returned unopened. Mail or deliver proposals to be received by the deadline time to: Orange County Purchasing Department Attn: Pam Jones, Director 129 East King Street PO Box 8181 Hillsborough, NC 27278 Additional information and /or clarifications regarding the scope of work should be directed to Tina Moon, Land Use /Preservation Planner, Orange County Environment and Resource Conservation Dept. at 919/245 -2583 or cmoon @co.orange.nc.us 5 SCOPE OF WORK Cultural and Archaeological Survey Blackwood Farm Orange County, NC I. Proiect Background Orange County owns a 152 -acre property (the former "Blackwood farm ") that is being planned for future use as a public park. The property is located midway between Hillsborough and Chapel Hill, near the intersection of NC 86 and New Hope Church Road, and just east of Interstate 40 (Exit 263), (See vicinity map). The property is surrounded by a combination of undeveloped and rural residential properties.. It is bounded to the east by NC 86 (New Hope Elementary School is across the road), to the south by a 16 -acre undeveloped property (Strayhorn) and New Hope Church Road, to the west by a 50 -acre forested tract (Keenan- Ritchey) and Interstate 40, and to the north by eight wooded residential lots. A 1998 orthophoto of the property is provided as Map 1, The former farm was in the Blackwood family from 1906 until Orange County purchased the site in 2001, Prior owners included the Strayhorn family who also farmed the land over a long period beginning in late 1700s. Preliminary deed research has been completed for the property, and will be available for this project. Most of the original farm is intact; the old farmhouse, (ca. 1827 with later additions), and supporting outbuildings are surrounded by agricultural fields and mature woodlands in a highly scenic rural setting. Some of the setting was compromised by the construction of nearby 1 -40 in 1988. Structures on the property are clustered around the farmhouse located at the west end of the driveway entrance from NC 86, They include a large barn, smokehouse, milk house, milking parlor, chicken house, corncrib, and garage', The Blackwoods operated a dairy and sold their dairy products and vegetables in Durham (taking their wagon door -to door). Traces of an old roadway runs by the front of the house and through the property, which was once a principle north -south road between Hillsborough and Chapel Hill. The property also includes an overgrown cemetery, which recent members of the Blackwood family believe had been for slaves who worked on the farm, Orange County ERCD has gathered a good deal of information about the Blackwood Farm from various sources, including farm records, deed research, old maps and aerial photos, and oral histories by the UNC Southern Oral History Program. Much of this information will be available to the Contractor and useful for site interpretation once the park is open to the public. i Since acquisition of the Blackwood Farm in 2001, the County has taken several actions to care for the property in the areas of building maintenance /improvements, grounds keeping, and security 2 I Roughly half of the property is wooded with pine and mixed -aged hardwoods. The land slopes from both the northern and southern boundaries (600 feet elevation) down toward the center of the tract where two streams flow at 530 feet elevation. The farmstead buildings are situated on a rise (560 feet) between the two streams. Two intermittent streams flow through the property and eventually into New Hope Creek, which runs less than one mile to the southwest. One of the streams feeds a three -acre pond. No areas of the property are within 100 -year floodplain. The property includes a number of open agricultural fields that continue to be used by a neighboring farmer for growing hay. About half of the site remains forested, including a dense 15 -acre pine stand in the northwest corner. South of the house, the land slopes down to one of the streams, then rises gradually to the southern property boundary. The southwest corner of the property is wooded, rocky and has fairly steep slopes. An important natural area (significant for plant species/ communities associated with basic soils and rock outcrops) is located in those woodlands and extends onto the adjacent undeveloped property. A Master Plan Work Group for the proposed "New Hope Park at Blackwood Farm" will convene in June 2006 to develop a master plan for the site by early 2007. The findings from the Cultural and Archaeological Survey will be provided to this work group for its use in designing the park. It is expected that the park master plan will accommodate only facilities with a "passive" or low- impact design (i.e., no active playing fields) that will enable the site to retain most, if not all, of the agricultural, historic and scenic components of the property. II. Description of Work The County is requesting a cultural and archaeological survey for use in planning the proposed "New Hope Park at Blackwood Farm." For the purposes of this project, County staff has divided the park property into three main areas (See Figure 3 – Blackwood Farm Tract Areas for Evaluation). 1) Area 1 (approximately 24 acres) includes portions of the site that may be significantly disturbed for the construction of new facilities —one or more buildings and their associated driveways and parking areas. Work in Area 1 should include a Surface and Subsurface Investigation to locate and evaluate the probable significance and extent of any archaeological or historically significant remains in this area and to avoid any damage of cultural resources by the proposed park development. 2) Area 2 (approximately 14.5 acres) includes the sections of the site that are most likely to contain historic and /or archaeological resources. This area includes the farmstead, historic roadbed, possible cemetery, and other areas, which according to local tradition may have contained structures at one time. Work in this area should include a full Surface and Subsurface Investigation to evaluate any sites or potential sites prior to future ground disturbance and to avoid any damage of cultural resources by the proposed development 3 I 3) Area 3 (approximately 113.5 acres) includes the remaining portions of the site, areas that are likely to be used for low- impact recreation or open space. Work in Area 3 should include a Reconnaissance -level survey to identify any areas that appear to merit additional investigation. The survey will be comprised of the following principal components: (a) background research, (b) a surface and possible subsurface investigation of the area (Areas 1 & 2) proposed for facilities construction, (c) a limited field reconnaissance of the remainder of the property (Area 3), and (d) a reporting of results. These components are described as follows: A. Background Research Prior to the initiation of the field investigations the Contractor shall undertake background research sufficient to acquire a working familiarity with the natural and cultural resources in the study area and to locate any previously recorded historical or archaeologically significant sites on the property, including former roads, historic structures, and any significant landscape alterations associated with those historic structures. The North Carolina Division of Archives and History (Office of State Archaeology) should be contacted to determine whether there are any such recorded sites, and to reference existing architectural and archaeological survey files. Other resources should include, but not be limited to An Inventory of Cultural, Historical, Recreational Biological, and Geological Significance in the Unincorporated Portions of Orange County, the Historic Preservation Element of the Orange County Comprehensive Plan and ERCD staff research files. B. Surface and Subsurface Investigation of Potential Construction Areas The Contractor should perform surface and possible subsurface investigation in potential construction areas (shown as Area 1 on Figure 3) and those areas most likely to contain historic and /or archaeological resources (shown as Area 2 on Figure 3). The amount of subsurface excavation will depend on the results of initial surface investigation, and may require intensive subsurface shovel test pits (STPs) only in specific concentrated areas. The number of STPs shall be of the Contractor's choosing, but should be sufficient to determine the cultural and archaeological significance of the site(s) and to document the site(s) with state survey forms. Cemetery forms may also be needed depending on the Contractor's findings in the potential cemetery site, part of Area 2. C. Field Reconnaissance for Remainder of Park Property A limited field investigation should be conducted for the rest of the park property where no construction is planned other than trails and other passive activities (shown as Area 3 on Figure 3). The Contractor shall use the field reconnaissance to identify any areas that appear to be worthy of further investigation and to report such information to Orange County ERCD. The Contractor shall document any sites discovered during the field reconnaissance using state site and cemetery forms as 0 appropriate of all above ground structures, including burial grounds or cemeteries. The field methods and techniques used shall be of the Contractor's choosing, but should reflect a thorough working knowledge of contemporary archaeological methods and techniques. The field investigation shall be of a nature sufficient to accomplish the following goals: 1. Make recommendations on the potential need for further survey, 2. Locate and identify sites that may have archaeological or historic significance, and 3. Evaluate the archaeological significance of any such sites. 8 Based on this limited field investigation, Orange County ERCD will discuss with the Contractor whether there are areas that may warrant a more intensive surface and subsurface investigation. For instance, once specific locations are determined for construction of park facilities, we may decide to follow up this project with a systematic shovel testing program based on a 30- meter, or similar, grid pattern across the areas of the property that have been identified as potentially significant. Contract pricing for this will be negotiated with the successful bidder in the eventuality the work is ordered. D. Reporting of Results The Contractor shall give regular (bi- weekly) verbal reports to the Orange County ERCD during the course of the project. In order to facilitate the effective use of survey findings, the final report must be completed and submitted to ERCD in final form no later than Friday, July 14, 2006. Approximately midway through the project (specific dates to be included in contract), the successful Contractor will provide ERCD with a Preliminary Field Report of the findings to date, status of the survey (research and field work). The contractor shall also, at this time, be prepared to conduct a short presentation (15 -20 minutes) to the Orange County staff working on the park project and, depending on the findings, to the design committee. The final report shall provide overviews of those portions of prehistory and history that are relevant to the New Hope community, set within the broader context of Orange County and the Southeast, The report will also include detailed maps of any former locations of roads, historic structures, and any significant landscape alterations associated with those historic structures. The final report shall generally satisfy requirements outlined in the "Guidelines for Preparation of Archaeological Survey Reports," prepared by the NC Office of State Archaeology. Two copies of a draft of the final report shall be submitted to the Orange County ERCD for review and comment at least two weeks in advance of the final submittal 5 deadline. Following that review, the Contractor shall make any required changes and submit four copies of the revised final report to the ERCD by July 14, 2006, The Contractor shall also submit to the ERCD copies of all field maps delineating the subsurface test grid and the location of all archaeological and above ground sites, and copies of all recorded survey sites including copies of black and white photographs. 111. Cost Consultants submitting a proposal must provide a lump sum bid for the project, with cost break outs cited for the following project components, Background Research (Section -A); Limited Surface and Possible Subsurface Investigation in Potential Construction Areas (Section II -B); Field Reconnaissance for Remainder of the Park Property (Section II -C); and Reporting (Section II -D). IV. Project Schedule Orange County ERCD will negotiate the exact project schedule with the successful consultant. For purposes of resource planning, however, it may be helpful to know that the successful consultant will need to provide to ERCD a Preliminary Field Report by June 30, 2006, with Final Report submittal no later than July 14, 2006. V. Notice to Proceed The contractor will not begin any work on the project until issuance of a Notice to Proceed from Orange County. The County anticipates approval of this contract by the Board of County Commissioners on .June 13, 2006 and a Notice to Proceed Issued shortly thereafter. VI. Business Interests A. Insurance. The Contractor shall provide proof of insurance purchased from an insurance company authorized to write casualty insurance in the State of North Carolina the following limits of insurance: Worker's Compensation Insurance - Worker's Compensation insurance as required by law for all of the Contractor's employees. The Contractor shall also require his subcontractors to provide Worker's Compensation for all of the latter's employees, unless the Contractor affords protection to such employees. 2. Comprehensive General Liability Insurance - Comprehensive General Liability Insurance shall be carried in the following amounts: $500,000 bodily injury each person, $300,000 property damage. 3. Automobile Liability Insurance - Automobile Liability Insurance shall be carried in the following limits: $300,000 bodily injury each person, $500,000 bodily injury each accident, $300,000 property liability. Automobile Liability 0 I� Insurance shall cover liability arising out of the use of owned, non -owned and hired motor vehicles. The cost of all insurance shall be included in the bid submitted. Proof of insurance must be submitted with the contract at the time of execution by the successful consultant. Insurance shall be maintained in full force and effect until the contract has been fully and completely performed, as evidenced by final acceptance payment. Certificates of Insurance submitted with contract shall provide for a thirty (30) day written notice to the County in the event of any modifications, cancellation, or expiration of said policies. Orange County must be included as an additional named insured as their interests may appear in this agreement, B. Contract Form. The successful consultant will be expected to execute a lump - sum project contract, C. Progress Payments. Orange County will entertain requests for progress payment at completion of milestones in the project, as agreed to between Orange County ERCD and the successful consultant, VII. Fiscal Responsibility The Contractor shall maintain for a period of two years a full and accurate record of all expenditures, and shall make it available to Orange County for review upon request. Vlll. Curatorial Responsibilities The Contractor shall make the necessary arrangements for the storage and curation of all records and materials recovered during the survey. Any arrangements by the Contractor must receive prior approval from the N.C, Office of State Archaeology, IX. Human Skeletal Remains Any human skeletal remains encountered during the investigations shall be treated according to the provisions of the N.C. General Statutes, Chapter 70, Article 3, X. Consultant Selection /Qualifications Consultants or consulting firms will be evaluated in part on the basis of the following criteria; The person /firm has performed satisfactorily on previous archaeological surveys as indicated by the North Carolina Department of Cultural Resources, Division of Archives and History, Office of State Archaeology. Firms /persons who have previously completed archaeological surveys and National Register Nominations for archaeological sites or historic districts are preferred; M 2. The person /firm demonstrates a professional writing capability with a style of high quality that is suitable for publication; 3. The person /firm demonstrates that they have adequate experience and staff to perform the work required. Previous work in Orange County is preferable; 4. The person /firm must demonstrate that they have the ability and resources to meet the time schedule established for the work; 5. The person /firm must meet the qualifications of 36 CFR 66, Appendix C; and 6. The person's /firm's familiarity with the geographic area to be surveyed. XI. Submission of Proposals Persons or consulting firms interested in the project are invited to submit a proposal that addresses the aforementioned criteria and includes material requested throughout this Request. In addition, samples of previous work must be submitted as part of the proposal. Proposals are to be marked "Blackwood Farm" and mailed or delivered to the Purchasing Director at the address listed below no later than 5:00 p.m., May 26, 2006. Proposals received after the date and time will be returned unopened. Proposals may be mailed or delivered to: Orange County Purchasing & Central Services Department Attn: Pam .Jones, Director P.O. Box 8181 Hillsborough, North Carolina 27278 Questions regarding the project may be addressed to Tina Moon (919) 245 -2583 or Mara Beth Carr (919) 960 -3880. All proposals received will become the property of Orange County and will be evaluated to determine which proposal most closely meets the requirements of the County. At the discretion and option of Orange County, oral interviews may be conducted with one or more firms to assist in the selection process. Orange County reserves the right to reject any and all proposals and to accept the proposal most favorable to the County. 14 Map 2 Blackwood Chapel Hill Township TMBL7.9 2 Oorange County Environment & Resource 1998 Orthophotography Conservation Departmer 01020 40 60 80 B' Y°n'3 ® Feet ci2sios � � flzre�T ",^ r v. t�Jr �y %J�dP'k✓. �, r r agl t�rr �1tiy i : � tI3 r 5 �; � r r :,,e^s -FPS r: '� Y `J'"� .�' ..�a�'� � � � .;_� �.� z. ;" � �^ ,e "� Jy� ! +yu Chapel Hill Township Outbuildings Equipment Shed (10) Page 4of4 IM Figure 3 — Blackwood Farm Tract I CI Areas for Evaluation Old -L—Z LEGEND Area I Area 2 Area 3 (All Other Area.) Approx.. Stream Location Approx. Tree Line of Wooded Area Property to be Surveyed [Sl(ng0,A New Hope Park at Blackwood Farm 1 New Hope Elementary School AL Area /r —_Property Soundry a-'-\ COUNTY OF ORANGE ENVIRONMENT AND RESOURCE CONSERVATION DEPARTMENT MEMORANDUM To: Rich Shaw, Land Conservation Manager Dave Stancil, ERC Director From: Tina Moon, Land Use /Preservation Planner Date: June 2, 2006 Subject: Cultural & Archaeological Survey for New Hope Park at Historic Blackwood Farm The County received three responses to the Request for Proposals (RFP), sent out on May 8, 2006 to complete a cultural & archaeological survey of the future New Hope Park at the former Herbert Blackwood Farm. All three firms, (Environmental Services, Inc., Legacy Research Associates, Inc., and TRC Garrow Associates, Inc..), have responded to County RFPs for Phase I Archaeological Surveys in the past and satisfy the basic requirements for this type of work. The County will use the information from the survey as part of the New Hope Park master planning process to determine a development design for the 152 -acre tract. All three firms submitted adequate proposals for the project outlining a standard process of: background research, fieldwork, and analysis and report writing. The main difference between the proposals was in the amount of time allocated to the various parts of the project and the related costs; this range extends from approximately $6550 for less than 176 hours of work to just over $13,533 for almost 300 hours. Environmental Services, Inc. submitted the lowest bid at $6553.50. Their proposal, however, was much less detailed than the other two, and did not include an hourly breakdown. Considering that the potential to recover important cultural and archaeological resources at the former Blackwood Farm is particularly high, staff would argue for the selection of one of the two firms who prepared a more thorough proposal. Based on this review, and my past discussions with Dolores Hall at the State Office of Archaeology, I would recommend Legacy Research Associates, Inc. as the consultant to complete the cultural and archaeological survey of the future New Hope Park at the former Herbert Blackwood Farm. Legacy Research Associates submitted a cost of $8253.85 for 176 hours. Their firm has considerable experience in North Carolina including previous projects in Orange County. 01