HomeMy WebLinkAbout2018-759-E DEAPR - Fearnbach History Services Old Courthouse historical and architectural research DocuSign Envelope ID:6A6B17DA-7C81-4C16-AA4F-2855F76ECDD7
[Departmental Use Only]
TITLE Courthouse Research
FY 2018-19
NORTH CAROLINA
SERVICES AGREEMENT UNDER$90,000.00
NO RFPIRFQ
ORANGE COUNTY
This Services Agreement (hereinafter "Agreement"), made and entered into this 161h day of
November, 2018, ("Effective Date") by and between Orange County, North Carolina a political
subdivision of the State of North Carolina (hereinafter, the "County") and Fearnbach History
Services,Inc., (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 ref project): Conduct detailed historical and architectural research on
the Old Orange County Courthouse and present all findings in draft and final
reports.
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
with applicable federal, state and local laws and regulations applicable to the
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DocuSign Envelope ID:6A6B17DA-7C81-4C16-AA4F-2855F76ECDD7
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): Historical and architectural research on the Old
Orange County Courthouse using available county records, court records and historic
newspapers; conduct architectural research to document its original construction and
subsequent alterations; document and assess the historic cultural landscape of the old
courthouse square; and provide draft and final research reports to present all findings.
See Attachment 1 for scope of work.
#. Duration of Services
a. Term. The term of this Agreement shall be from Nov. 16'h 2018 to Sept. 30, 2019.
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DocuSign Envelope ID:6A6B17DA-7C81-4C16-AA4F-2855F76ECDD7
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 cast to the
County.
iii) The Commencement Date for the Provider's Basic Services shall be
Novemberl6th, 2018.
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 Eighteen Thousand
Dollars ($18,000). 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 (Peter Sandbeck, Cultural
Resources 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, Comxnercial General
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
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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.
S. Indemnity
a. Indemnity. The Provider agrees, without limitation, 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..
ii) Should this Agreement be terminated, the Provider shall deliver to the County
within seven (7) clays, 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
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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.
1.1. 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 identified,on the list created by the State Treasurer pursuant to
G.S. 147-86.58. By executing this Agreement Provider certifies that Provider has not
been identified, and has not utilized the services of any agent or subcontractor identified,
on the list created by the State Treasurer pursuant to G.S. 147-86.81.
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.orangecountyne. o� v/doartmentslpurchasing,divisionfcontracts.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.
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
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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. flora.-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.Peter Sandbeck DEAPR Fearnbach History Services
P.D. Box 8181 3334 Nottingham Road
Hillsborough, NC 27278 Winston-Salem,NC 27104
[SIGNATURE PAGE TO FOLLQWJ
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DocuSign Envelope ID:6A6B17DA-7C81-4C16-AA4F-2855F76ECDD7
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:
OocuSigned Icy: Pocusigned by:
By. 6 � pl�,. 6/2018 By: f asi dent 11/19/2018
Coup _ OG3799d6755E477... 411A273@2CF044C_.
Heather Fearnbach, President
Printed Name and Title
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DocuSign Envelope ID:6A61317DA-7C81-4C16-AA4F-2855F76ECDD7
Attachment 1
Scope of Work:
Old Orange County Courthouse Historical and Architectural Research Project
County Records Research:
Consultant will survey relevant official county records to locate references to the construction of the
present courthouse and any subsequent alterations or changes to the building and grounds.The period
of interest for the research will be from about 1840 until the 1960s.All are available on microfilm at the
State Archives. Initial research will focus on the following record groups.Consultant will transcribe,
photocopy and/or scan all key references and provide accurate citations for each.The County will assist
the consultant in obtaining digital scans of the various microfilm records if possible, or will obtain copies
of the relevant microfilm reels for the use of the consultant.
• County Court of Pleas and Quarter Sessions: minutes on microfilm for period 1805-1868
• Superior Court: minutes on microfilm for period 1807-1955
• Board of County Commissioners, Minutes, 1868-1962
Newspaper Research:
Consultant will utilize Newspopers.com to search for relevant references to the courthouse relating to
its construction and later alterations to the building and grounds.Consultant will transcribe, photocopy
and/or scan all key references and provide accurate citations for each. Hillsborough newspapers are
digitized up through c. 1900. For newspaper research after that date,all newspapers are on microfilm
only. Findings from the official county records will allow consultant to pinpoint dates for major activities
relating to the building, allowing for targeted microfilm newspaper research for those specific events.
Summary of Historical Research Findings-
Upon completion of the research phases outlined above,the Consultant will provide a rough draft
summary of relevant research findings,to be organized chronologically.This compilation will focus
primarily on physical alterations to the building and to the historic landscape and setting of the
courthouse square. Other major historical events or activities should be included where appropriate.
Report shall be provided in digital format.Orange County will provide digital copies of available historic
photos, archaeological reports,and other background information to the consultant at the start of the
project.
Physical Architectural Research:
Consultant will work as a member of a team of architectural historians to carry out the physical
architectural research on the building. Work will include participating in on-site work sessions to
investigate historic fabric of building and taking digital photos of important details,features and
conditions.The consultant will make notes or recordings during physical research work to document
discussions and findings,and wlll generate a written record of the investigation process.This work will
also include off-site research, analysis and drafting summary narrative reports describing the
architectural findings at each site visit.
DocuSign Envelope ID:6A6B1 7DA-7C81-4C1 6-AA4F-2855F76ECDD7
Attachment 1
Historical,Architectural and Historic Landscape Research Report: Draft and Final Copies:
The consultant will serve as the primary author of a report presenting the significant findings from the
historical research,architectural research and historic landscape research,to include digital photos,
maps or other illustrations,with appropriate references. Input will be provided by other architectural
historians participating in the field investigation process.The report will include annotated timelines of
all changes and alterations to the courthouse building and to the courthouse square landscape.This will
be delivered as an initial draft for review and comment,then a final draft to incorporate any needed
edits or changes.
Timeline/payment schedule:
The consultant will complete the project work in three phases. Payments and deliverables shall be as
follows:
March 1, 2019: First payment: $6,000
Completion of documentary research, site visits and research summary/timeline.Submittal shall consist
of digital copies of research findings, along with draft summary of research findings and a timeline keyed
to specific research findings.
April 30, 2019:Second payment:$6,000
Initial draft of historic, architectural and historic landscape research report.This draft shall consist of a
detailed narrative report that presents the historic research findings, along with the observations,
findings and preliminary conclusions about the architectural investigations and research, and about the
historic landscape research. Draft report shall be reviewed by project team members and comments
provided within 30 days of submittal.
June 30, 2019:Third and final payment: $6,000
Submit Final draft report for historical, architectural and historic landscape research findings; report to
be fully illustrated using digital images including but not limited to: historic maps,scans of historic
photos,architectural photos of primary features, and landscape features.
DocuSign Envelope ID:6A6B17DA-7C81-4C16-AA4F-2855F76ECDD7
Client#:2133734 84FEARNHIS
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ACORD-., CERTIFICATE OF LIABILITY INSURANCE 1110912018
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT:If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement.A statement on
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PRODUCER CONTANAME cr Kristen Livegod
McGriff Insurance Services PItvNE 336 733-0233 FAX
A7C No 888 632-4236
AIC No Ext•
250 W. First Street E-MAIL ADDRESS: meood kiiveng @ 9 riffinsurance.com
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Winston-Salem, NC 27102 INSURER A mre Hanrins.me company 22292
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3334 Nottingham Road
INSURER D
Winston Salem,NC 27104
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THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
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CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
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