HomeMy WebLinkAboutAgenda - 09-01-20; 6-c - Veterans Memorial Construction Approval 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 1, 2020
Action Agenda
Item No. 6-c
SUBJECT: Veterans Memorial Construction Approval
DEPARTMENT: Asset Management Services
ATTACHMENT(S): INFORMATION CONTACT:
1) Certification of Adequate Steven Arndt, 919-245-2658
Development and Construction Funds
2) Phase II Veterans Memorial Design
3) Ownership, Operations and
Maintenance Agreement
4) PowerPoint Presentation
PURPOSE: To:
1) Review and approve the certified budget and project design for Phase 11 of the Veterans
Memorial project at the Southern Campus;
2) Authorize construction of the project, and authorize the County Manager to sign the
construction contract and any amendments/change orders up to the $137,542 budgeted
amount; and
3) Review and authorize the County Manager to sign the Ownership, Operations and
Maintenance Agreement.
BACKGROUND: Over the past several years, interested Orange County residents and
supporters have organized in an effort to raise funds for the construction of a Veterans Memorial
to honor the contributions and service of Orange County military veterans.
At the May 5, 2015 Board of County Commissioners Business meeting, the board voted to:
1) Approve the site for a Veterans Memorial on the former Hoyle home site at the Southern
campus.
2) Authorize the Manager and staff to participate in the ongoing project planning process.
3) Reserve the right of final construction approval contingent upon Board approval of:
a) Ownership of the Memorial
b) Design
c) Budget and certification of adequate development and construction funds raised; and
d) Ongoing operations and maintenance agreement for the Memorial.
Phase I of the project was completed in 2016 at a cost of $13,000. It was comprised of an
information kiosk, gravel path and a temporary, telescoping flag pole.
2
Over the past five years, fundraising efforts have progressed and funds accumulated now total
$137,542. Attachment 1 provides a certification of adequate development and construction
funds.
Swanson & Associates, a local Landscape Architecture firm, prepared design drawings for a
flagpole, concrete and stone plaza and stone bench that would comprise Phase II of the
memorial. Attachment 2 provides an overview of the design.
The project was placed out to bid in early October 2019 and bids were opened on October 15,
2019. Unfortunately, the apparent low bid received was $232,425. Subsequent value
engineering efforts failed to reconcile the difference between available funding and the
scope/cost of work. The architect then revised the design and on April 30, 2020, obtained two
additional quotes with the low bidder, Custom Stone NC provided a quote of $98,000. The
architect received a separate quote of$10,000 for associated electrical lighting.
Attachment 3 is an agreement for the Ownership, Operations and Maintenance of the Veterans
Memorial. The agreement stipulates that upon completion of construction, the Memorial will
become the property of Orange County and the County will be responsible for operations and
maintenance of the Memorial and surrounding site. The agreement also requires the Orange
County Veterans Memorial, Inc. to provide Orange County with $500/year for ongoing
maintenance and upkeep of the Memorial.
FINANCIAL IMPACT: The costs for design and construction of the project are contained within
the chart below:
Project Component Cost
Design $15,000
Construction
Custom Stone $98,000
Electrical $10,000
Construction Total $108,000
Contingency 5% $5,900
Project Total $128,900
Ongoing annual Operations and Maintenance (O&M) costs amount to $2,500.
SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal impact associated
with this item. However, the project will provide visible recognition to honor the service and
sacrifice of Orange County veterans.
ENVIRONMENTAL IMPACT: There is no Orange County Environmental Responsibility Goal
impact associated with this project.
RECOMMENDATION(S): The Manager recommends that the Board
1) Review and approve the certified budget and project design (Attachment 2) for Phase II
of the Veterans Memorial project at the Southern Campus;
2) Authorize construction of the project, and authorize the County Manager to sign the
construction contract and any amendments/change orders up to the $137,542 budgeted
amount; and
3) Review and authorize the County Manager to sign the Ownership, Operations and
Maintenance Agreement (Attachment 3).
3
ORANGE COUNTY, NORTH CAROLINA
Veterans Memorial
169 Boone Square St, #223
Hillsborough, NC 27278
1 June 2020
VETERANS MEMORIAL
STEERING COMMITTEE
Fred Black,ColaneZ Steven Arndt
USArmy(Retired,Vietnam Department Head of Asset Management Services
David Chandler,Colonel Orange County ,NC
US Air Porce(Retired, Hillsborough NC 27278
Middle Eastern Wan
Bud Harnpton,Major Dear Steve,
USMC(Retired,WtKrII,Korea
Lee Heaviin,Muter ChiefPeto, As discussed earlier, on behalf of the OC Veterans Memorial I hereby
Officer, US Navy(Retired),
Wet—,,;KreaDefense ' certify that our organization has the following funds available for award of
Jim Merritt,former Chapel Hill
Town Councilman;USArmy, Phase 2 of the memorial. We have$79,709.00 in our account with the
Vietnam
Jarnes Parise,StaffSergeunt, County and $57,833.00 in our 3 accounts at Sun Trust for a
USArmy
Bruce Ruuberg,Captain, CEC, total of$137,542.00. Thanks for your help in this matter.
US Navy(Retired;Vietnam
AT-LARGE COMMITTEE
MEMBERS
Allen Buansi,Liaisom Sincerely yours,
Chapel Hill Council Member
Barbara Foushee,Liaison
Carrboro Alderwoman
Renee Price,Liaison, Bruce Runberg
Orange County Commisrioner Captain, CEC, USN (R
Committee Co-Chair
NORTHC'.AROUX& Copy to Co-Chairs:
ASQIc3partrrerof the Orange David Chandler
Councy Comtnssrdty Ciasng Fund Jim Merritt
Your generosity will make it possible
to build a memorial reflecting out
eternal gratitude.
Please make checks payable to:
Orange County Veterans.Memorial
169 Boone Square Street,*223
Hillsborough,NC 27278
OCVeteransMemorialxom
4
GENERAL NOTES: �Attachment 2
P—co-o-ti-
1. Location of staging a,,,will be identified during the pre-bid conference.
The existing parking area off Bonito n Human Service Center Drive will be used
:z—
for.—e and construction parking for the site d.,ir,the time period. Other
time.will be the responsibility• of the contractor to determine access to site
� rem. end construction parking end staging ofZ materials. a+c on oesaes..r.c.
f 2 PROPOSED
Contractor shall bring in all necessary construction
—tend,and t,,,on-site. Contraction to begin Fall,2019
(dltl to be determined).
0
1 C-t...to,shall verify all dieting conditions and dimensions in the field.
YIN
t, Contractor to coordinate with Ol-ge County Southern H.—Services
Utility Locating Service to—if y locations of underground utilities and
N, GENERALIZED SCOPE OF PROJECT
BASE BID: By Contractor
-A'\
f, P,, (By C.nt...t.,)
cq
'al," 1—t.11 construction management eigne
1—t.11 Provide c T—P of cti.n Fending
Gravel.:ea.drive(20'x20')-d Silt Fencing
during C—to,cti—
No.C—t—ti— (By C—t—t-)
G.-.fmg.andt id-d..e—k no m.e.d—ind'th e ocorem.n-idt cl,ade.
catch bo.in g pip. erp—m .
—indfi:td.
Install stone paving..d--to In.—
(including donor paver:).
In.t.11 bl—t.ra border ad—daill.n... h..n.
Orange Countyla.t.11 flagpole and....dated h.,d.cope.
4" Veterans Memorial
The Ceremonial \1'� la.t.11 Landscape Light!,,to Right flogpd..
< ans_�'o Clean job site of construction moteriol.up-completionof Hord...pe
\k Improvement.. (By Cartr—t.r)
BY OTHERS-Orange County(OWNER):
Remove selected If—(dead or dying or in war of c—t—ti.r). Thin and
pr—eand free m—g.nn.nt far eA.ting free.to em.m.
Provide all tr[,,l tub to site from existing meters and electric tr...fornner
Southern 11—,Services site. Contractor to provide]unction be..
Provide site furnishings(future site tench-signoga and trash
Veterans Memorial showing views with future buildout
Orange
ORANI;ECOUNTY
D.1.9
59 16 9,`RR 78�88
A,8o�1,9 PB102�99 County
33.239 Veterans
Memorial
Orange County
Southern Human
Services Center
Homestead Road
Chapel Hill,NC
July
'
Veterans Memorial Model oy—p Rev.'Ad"'ld.n,I Sept.27,2019
Re,
Phase 2Ard—c!Scope
October 23,2019
LIST OF DRAWINGS
Base Information Notes Summary L-1.0 Cover Site Context Project Summa Phial e 2A-
Ceremonial/Flagpole Space
1.B..e map information provided far cite by--y by L-1.1 Existing Conditions(1"=10'scale)
Riley Land Surveyors. L-2.0 Site Plan (i-lo,sc.is)
2.Contractor to confirm location of.11-i.tlng features L-2.1 Grading Plan Erosion Control (V=10'scale) NORTH
before construction. L-3.0 Detail Ceremonial Circle Plan Details a so. ad
wwa 3.Utillte.to be I.c.t.d prior to digging. lilli-iii-Fillillim I
Site Plan for Veterans Memorial`1/'in context to the Southern Human Services Center Site Scale:I"=50,
a L-1.0
Soll 1"=50'.0"
5
Orange County
I i1 22"PINE
Veterans Memorial
The Ceremonial Circle - I6 Mop/e 24"PINE
the Flagpole `'-� % •
FREEDOM
SERVICE SACRIFICE \
Existing grade fill e \ �1
\\ ,---- excaa vote o ee Wed fear n w paving- _ \
\ ���/// fa lure Phase 2A '11 r quire additional
vation far stare wall footing* \ \
Existing temporary Flagpole \
(to be re oved and coo dinate
\\ with 0w rn for disposition) --
I Existing plastic edge reshaint
(plastic curb edge with spikes)
12"QGrfa�d� r v
_
��
s MM
� r
\\
Existing 4"PVC PIPe(conduit) ,'- j y ��� •Il 1 I
• i ! - \ `�o • i \ Y�Existing plastic edge restraint ,' _-- ' 20"P�\�\ i
191Magsolts I ( 19Alagnclat t 1 1 (plastic curb edge wth spikes) _ 1'------ \
O34"OAK T 560'r- -i- O34"OAK
r \ /
eoca
The Forest r vv i v r It ,-ice i?XAQNEvI vv
i Grove ;
1
The Homestead I/r 1 .O i v' 1 v vv �• i
j FAMILY .il r Existing Chapel Hill \ \I \ \(
Ot r \ O r Gravel Path
It \ s 1 1 2"depth constructed
_ 32"OAK ! li \ - p 32"OAK I on 4"ABC base with
1 tv 38"OAK vv 1A 38"OAK geotextile fabric �� -_ • \
- -- ---i \
-- v .� 1 r �� i 11
zIlNtlOrange
The Stone Retreat... O o ��F�_ ;�'� ;t' =< 'CoUnty
the Place Of Honor IB"Q lM i sw�' IB AR�__i �':4 �v
;' ;---r-; vv
20'A SERVICE VALOR / V \ 20"POPLAR Veterans
b 1 \ 1 r / V \ / \ `�31"OA
r 4 \ I n \
HONOR Memorial
Ix `�
31"OAK �I r I 1 ---;/ 31"OAK20"P3Nf- Z"PNE-___' —111 tli 1__lI_-
\
I
27O K
Entry KIOSk l y orange County
Donorand Existing )< .I it Southern Human
\ Memorial �/ _ \ Temporary \ /I \ n 2 OAK \
"OAK "Recognition \ _ _-, !°OAK O• Entry Kliosk /r j \__ _ d� • \ 1 \ l
- .Services Center
( am) ,I � 1 v 1v i� 18"OAK 1 i Y
i
Homestead Road
_ -
14 Hack 1 ,.p _ ,. 114"Hoc 1 I • -- L �_+ � Chapel Hill,NC
- _ The Vestibule... _ /, I _ tr '
__ - ---- 21"OAK I July 22 2019
I
I i Existing Area Light j1 Rev.Addend— 27 2 the Place of Arrival c rm loco @�, d , Sept o,9
\ r I e n ' g \ \ __ - / Rev Phase 2A reduced Scope
- t PATRIOTISM DUTY r� \ c
-------- ' ------------ -------- Ceremonial/Flagpole
-- _ 'al/Flagpole Space
-- ---------_
NORTH
C
Site Plan showing Phase 2 with Future Buildout Existing Conditions as of Fall,2019 Scale:I =I Y-oirL-1.1
I
6
I I — SWANSON
WALNUT i 1 /' Construct Concrete Footing for Wall Phase 2A
This Phase 2 conshuchon wll'nclude concrete fooling for
\ \\ \ I Phase 2A stone wall
Ground Mounted up Light - a�iReta u.s a�L
35"POPLAR --- '-- (3)LED light,to llumnate flag /vc on oeygns kc
ll\ 19"WALNUT '
The Ceremonial Circle
the Flagpole
\1 • 12'�' EelXcmcal groundbox
to serve the site. condor
Flagpole
40 ft tall flagpole With Amencan flag
— _ \ (flag by Owner) Flagpole to be an,dL d bronze finish. L)
emonial
ving Type
\\ rDonor pa ng With lcoPocref Pavers) O
Pavers to be set as.hown in running bond pattern on
j \\ • , , % a algn antwth the 5s'ded pentagon shaped border.
v 24"WALNUT 1 1 • I v
II II I 141ftmGa I I Ceremonial circle Paving Type 2
I Tenn.Flagstone Chestnut or Lincoln Creek for Bluestone)
flagstone,irregular random pattern with 1/4"joints
18"WALNUT I \ / Ceremonial circle Pavin T e 3
34"OAK i \� Bluestone borders set on congcrte with l/4°monarjoint,
Detail Plan for CeFemonial Circle-Flagpo rea
_ The Oorest \ Specialty Granite-Service Medalions
____ \, % /GJ/O V e /Y Granite medalion to be flush with paving. ENE 4 n 11
Five markers to represent the fve brooches of the Military
\37"POPLAR /FAMILY \ , OR Scale:I"=4'-0'
\ I \
,_-- __—, I. � I
Chapel Hill gravel surface walk \\ 1 '—
\ / • I Restore existing walk shot connects Me Hagpole \ X I
32"OAK I and ceremonial Crde N4h the porldng II II
7 18"CEDAR /lv l �, vv 1 38"OAKf-
---
,Y _----- • /I 2E" CAR, �,, - - Orange
2 ___--_v 1 `. �IF'PIN ed,nng aroa County
8'POPLAR/ Yam` �� I A/ �,�� �'�
Y/1 18"LOCUST v v , n /
0 Veterans
ZO"POPLAR o' A;�I \ , / v \ , I \ 31"O
Memorial
r_
F (
——— ;' j 31"OAK zo"P3NE----' 2TogK --1- Orange County
II\ O�K Entry Kiosk % \I 1 ; ; ,IP \ ; --i�`2�co�,r . `, / Southern Human
\I ; Donor antlnition (� Extend electrical This a.olr code)to the will b.from the existing i 27<�K \ >,
Services Center
\ 1 �l-� / area street light.This electrical circut will be used for
4T 23"OAKS / up4ighting the flagpole(see L3.0)and ouWoor electrical outlet \ \\ % \X/ Homestead Road
I� / �� Stub out mnduit for Elecbiral end Fiber to the existing kiosk fprfuWre \ �I 18"OAK 1 / /I Chapel Hill,NC
conI M,,a to fuWra enlarge Kiosk \ \1'
i t12"oonduir per dode for al,dirdal-min.18"deplb.) ��1, ��_ DULY 22,2079
114P°HaJfbErvy �,� 1 (. \ I —t L�/_� Rev.Addendum 1 Sept.Sd 2019
\\ — -----
% �_�__—_� Underground Eleddcal Junction Enclosure— it \ 21"OAK I Rev.Phase 2A reduced Scope
\ I I ,\ Quazite p0C1212280109 \ \��,�` ,/ October 23,2019
Zoro4:Go02g4B1 \ e� _ /
/ \ / M M lb.,lurerp:PC1212Za0109 \ / Phase 2A-
\ Ceremonial/Flagpole Space
/ Coo-onto,i,hng and
-- �-__ -- nnedipnipexiadnge led
hcal Site Plan
w N County Facility Manager
NORTH
Existing LgFTpoTe--------------, , Phase 2A-"Ceremonial Circle-Flagpole" 1o6 M FIRM Ft
' 0 1o' ap'
pd,smg L-2.OA
Scale:II-10`0
PaM1ing //�
7
x
�k
Site Work Guidelines `,I \ - \, i/ ��___- N`, SaW AoN SaON
gI
<onar"mon encao<e .e %• - II ' ; ' `�♦♦ ♦♦ � `-\_____,/i I�/% G
va �o ha b-b m
co1< t 1.1.1yp p < 22"PIN\E
SILT FENCE
Tree Protection Notes OUTLET ♦
35POPLAR
..
r. ,
♦ ♦ 1 \ / 1 I \
I [th 1 ♦ ♦ 1 �J / 1 1
e.noo<a h n,v«upn Snell ae ee"<rea •`
g"mwi,or w e.a p hoe __------ i Staging area : •
me.ou"�m�n the rrrt�<m (stockpile materials and excavated �\ 11 16 Mop/e 24"PINE 11 1 i
zone c'e��en \\\ ♦ \ / II
rng i 1 -> soil material in this location). , \\ • ,�i RT.
ne <u n nnrerence meet be hoe belo<e y 1 A. a�`r,`a w < c
construction sequence Silt __�-b--
1. emem oppropnate po on.. �\ ' \, \ /
2. preoon.tre<uon< feren<e. \ Fer1cC Silt
3. Erect tree protection fencing-flagging In fp �a'aa'C 1 Fence
Wabotonum.-with brya e^Ocom¢nt m%or otoitr - . , ♦ \� _
ark.Inset a ono o b-I .gyres. , i I /p--v" ♦ \77M=5 9.I
1292s dp v _ 0 ! ♦ 01)T 5.�1
10'O.C.MAX. ��`` \I t
00000000 `-- elev.sse.o' 'Nj\
00000000o tlT�Ls
00000000 Fs Eru/b"o"srrs - / 7,
00000 0 00 —E'1�,
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O O O O O O O' _ 'Proposed
psowEAry iEssn w/\
;
ALPI SAFETY
FENCE 8'�PL Drainage Swale YY / \ / ' \\ 11
-
TPF FLOJNEs—T c 1 I �_��� \ ♦�. ��' �� •1 1
/i 1 \ \
3 TREE PROTECTION FENCE I / i ♦./,� + ♦� „' Grading intent
ELI—IONDETAIL Not to Scale 1 14Magna/'4 1 ♦ \♦ ��� 21
, -
1 ♦ ♦ �� \ bno .,nn nt,l softie flag pole base is-elI 5th
X—X—X— \ /� / �/ }♦�• __1 r sszys ena payemearaave:moo tlireanam awav o-am me �\\
-- % flagpaie and amaatl:Merof:rune woo ar 2%slope. \t 1
/ - `T _� •34"OAK `•F�X Xis}
I 1 11 i ��� � � ♦�♦ vv d vv
----- Limits of Construction/Site Access •. ---• The Oorest * ♦"\ flagG^Ve
(construction equipment to access site from end of asphalt / \ 65B\1 \ , '1 ,-'�YF'PZLVf\\ \(
drive and extend through opening in existing trees). Grove x
37"POPLAgi'+�---- I�� Do not encroach existing tree root area under canopy.
Restore access path back to natural condition upon �'
completion of project. x it
Field determine and mark with flagging tape the
1/ V. j recommended access to bring stone,c nerete and 32"OAK
other moterials to site. Mulch travel way to avoid
18k\4EDAR /y1d-i ,---3� i \\ impact to tree roots. 38"OAK t /i i •9�{�,�f .,,aa r..r�
( l�/\ IH, Repair any rutting or other disturbance upon • / + / / 28"A CORY ----
\ {�+ \ completion of t. r1` .;rt„
P project.
\/ Orange
1 tf,�R i i /�k/ '� 11 r� 27"?fIPLAR, �1� vv /♦ �w 11
28"POPLAi?„ s\I 'H //i �,,� t_- \ �` l,'' mF� County
1 / _ --,-- SILT FENCE
i n��vy 18"LOCUST _ �, i, I� v 1 \�O �< Lz.t �+
�Ivv �, ' •�18AK - sra�.no.rosrkE...m,�r Vete ra n J
20"POPLAR�' I v 1 ,?� /
---- :: Memorial
`\\'----- \ l i j I/, 1 �� r f ,f 1 ...E a•.,r,..� _All
r I 31"OAK 20"P?NE----'' 27 Orange County
,
oAK Entry Kiosk �� Do not use existing Chapel Hill gravel walk fin Southern Human
or construction acaeaa. / o
Don rand r i qny damage to existing walk to be repaired. n 2�<�K Services Center
Memorial \ � .,.eo
y 23"OAK• `Recognition)1 t % I Extend elecldral wiring(min.Is-depth per code)b the"I
from 11 ,� _ Homestead Road
the simninglight.This electrical cirout will beused for up-lighting \\ \ I IB"OAK Chapel Hill,NC
/ the flagpole(see L3.0)ano st,doorelectdcal outlet , ^,�
/ 1 Q�`�� 1 ��/ / 0-� sue u<o sil iFF ce JULY 22,2019
Gravel Construction Entrance 14"iO frvy Stubo ontluRfor Ele al antl Fiber of eexisting kiosk or fuNre onnecti...
�r �arsr"ao� _ p;¢„m ro Rev.Addendum 1 Sept.27.2019
Install min.20 ft.x20 ft.of#57 washed stone at edge of - ----�1-'� • / � \� � \\•', bfuWre e_nlaryetl Kioak(1-112"wntluit per coda for eladdcal-min.la'tlepth.) 21"OAK ;�'1�wSTANDARD SILT FENCE OUn.Ei Rev.Phase 2A reduced Scope
existing asphalt paving for vehicle tire cleanout during wet 1 1 �;/j underground Eledncal Junction Endosure 1 ��, %/� wn,e.no..os<u. ,,, October 23,20t9
conditions.Clean any residual mud or debris and do not \\ ,. �' / �\ j/I I see L2.0 Phase 2A-
allow mud to get tracked on the pavement surface. �` �� �/ %-L♦♦0�•� ------------------- \ ' Ph 2 Ceremonial/Flagpole Space
i /
_ -- ass -"Ceremonial Circle-Flagpole" Grading Plan
Contractor to use back ; \ g
parking during construction. / t / -__ ----'' y Site Access Plan
LEGEND-Site Work MORTH
Contractor to provide �` -- Existing Contour(2 ft interval) -----------rw
portable toilet for duration Existing LgFTp-Ie--------------, Proposed Contour �; - 'o o to zo
Eloring ,-- p e $Cale:I-10'-or,
Exi
of construction work. silt Fence
stmg Significant Tree �r�
Parking Proposed Drainage direcM1on - L-2.
i
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Attachment 3 10
OWNERSHIP, OPERATIONS AND MAINTENANCE AGREEMENT between
ORANGE COUNTY and the
ORANGE COUNTY VETERANS MEMORIAL, INC.
WHEREAS, on 5 May 2015 ORANGE COUNTY by and through its Board of
County Commissioners voted to approve a site for the establishment of a veteran's
memorial to honor the veterans of Orange County on what has been commonly
referred to as the former Hoyle home site located on the Orange County Southern
Governmental Campus, being located on Homestead Road in Orange County, NC,
and;
WHEREAS, the Board of County Commissioners authorized the County
Manager and necessary staff to participate in an ongoing process with ORANGE
COUNTY VETERANS MEMORIAL, INC., a North Carolina Nonprofit Corporation
(herein after sometimes referred to as "OCVM") to engage in dialogue to establish a
Veteran's Memorial (herein after sometimes referred to as "memorial") on said property
subject to the approval of ORANGE COUNTY of the design of the memorial, the
ownership of the memorial, budget for construction and maintenance of the memorial,
and;
WHEREAS, the parties ORANGE COUNTY and ORANGE COUNTY VETERANS
MEMORIAL, INC. for good and valuable consideration, receipt of which is hereby
acknowledge, hereby agree as follows:
1. General
This agreement shall be between ORANGE COUNTY and ORANGE COUNTY
VETERANS MEMORIAL, INC.
The parties hereby acknowledge that ORANGE COUNTY VETERANS
MEMORIAL, INC. is also known as the "Orange County Veterans Memorial
Steering Committee" and are the same entity. Any memorial to be constructed
shall be located on the property on what has been commonly referred to as the
former Hoyle home site located on the Orange County Southern Governmental
Campus, located on Homestead Road in Chapel Hill, North Carolina, The term of
this agreement shall be from until and shall be
renewed as provided herein upon mutual consent of the parties.
Unless otherwise specified in this agreement, the only obligation that
ORANGE COUNTY VETERANS MEMORIAL, INC. is payment of the funds
outlined in paragraph 2 below which ORANGE COUNTY shall cause to be applied
towards electricity use at the site.
2. Ownership
11
Upon completion, the parties agree that the any improvements made to the
property shall be the sole property of ORANGE COUNTY and ORANGE COUNTY
VETERANS MEMORIAL, INC. relinquishes any interest that it has in the same.
Furthermore, the parties agree that ORANGE COUNTY will assume all responsibility
for the operations and maintenance of the memorial site.
3. Use and Operations
ORANGE COUNTY VETERANS MEMORIAL, INC. shall, subject to County
approval on a case-by-case basis shall have full use of the facilities to conduct
veteran recognition ceremonies and other activities. In exchange for use of the
facilities, ORANGE COUNTY VETERANS MEMORIAL, INC. shall pay to the
County the sum of $500.00 (FIVE HUNDRED DOLLARS AND NO CENTS) to be
paid on or before the 1st day of April, 2021, and on the 1st day of April each year
thereafter. The County shall invoice this amount yearly and if not paid within 30
days after the 1st Day of April each year, the County may terminate this
agreement. The funds shall be used to offset the costs of electricity to be used at
the site, and other expenses as deemed necessary by ORANGE COUNTY and no
accountings for the use of said funds shall be required.
Upon use, ORANGE COUNTY VETERANS MEMORIAL, INC shall leave the
facility in a clean and orderly state and reimburse County promptly for any
damage caused to County property, by any employees, volunteers, customers,
guests, or invitees beyond reasonable wear and tear and shall comply with all
applicable federal, state, and local laws, ordinances, rules, or policies. In the event
of damage to the facility or County property ORANGE COUNTY VETERANS
MEMORIAL, INC. shall reimburse the County for the same within 10 business
days after demand. ORANGE COUNTY VETERANS MEMORIAL, INC.
acknowledges that the memorial is on County property and is subject to use by the
general public as a whole. The County has sole discretion of the use of the
memorial and the ORANGE COUNTY VETERANS MEMORIAL, INC. hereby
acknowledges that in the execution of this agreement it acquires no interest in the
real or personal property that is the subject of this agreement as is further set forth
in detail below.
A. Use Guidelines - The County's Facility Use Policy will serve as guidelines
for conducting activities at the site, unless a contrary policy is set forth in
this agreement. Smoking is prohibited. No staff or visitor shall be
permitted under any circumstances to use tobacco products in or on the
grounds of any County property, including the Center. The use of open
flames, gambling, and alcoholic beverages are also prohibited unless
appropriately permitted and/or approved in writing by the County Manager
as may be required by law. Absolutely no weapons of any kind are
allowed on the Center premises. ORANGE COUNTY VETERANS
MEMORIAL, INC shall ensure all persons abide by County policies, rules,
and ordinances while on Center premises.
2
12
B. Indemnification - OCVM shall indemnify, defend, and hold harmless the
County, its officers, agents, and employees, from and against all claims,
actions, demands, costs, damages, losses and/or expenses of any kind
whatsoever, in whole or in part, resulting from or connected with any acts of
OCVM Employees, Regular and/or Temporary Volunteers, or program
participants resulting from the omission or commission of any act, lawful or
unlawful, by OCVM, its agents, and/or Employees or Regular and/or
Temporary Volunteers, including but not limited to court costs and attorney's
fees incurred by the County in connection with the defense of said matters.
This section should not be interpreted to apply to any claims related to
negligence or intentional acts committed by the County, its employees, or
agents. It is the intent of this Section that OCVM indemnify the County to the
maximum extent authorized by law.
C. Relationship of the Parties - OCVM is not a contractor of County. OCVM
is not a partner, agent, employee, or joint venture of the County and neither
Party shall hold itself out contrary to these terms by advertising or otherwise.
Neither Party shall be bound by any representation, act, or omission
whatsoever of the other. The term of this Agreement shall be for five (5) years.
This Agreement may be renewed for up to three (3) additional five year terms
only by joint written agreement of both Parties. This Agreement may be
terminated by mutual agreement of the Parties. At any time, County may
terminate this Agreement and any renewal thereof immediately and without
prior notice to O C V M if County determines in its sole discretion that the
health, safety, or well-being of County employees, guests, customers, or
invitees arejeopardized by OCVM's operation of the Center. Both OCVM
and the County agree to hold annual evaluation review meetings to assess
the success and direction of the operation of the Center.
D. Maintenance and Upkeep — Orange County will be responsible for all
maintenance and upkeep of the memorial and surrounding grounds. Typical
maintenance will include, but is not limited to, mowing, fertilizing and leaf raking
of grounds surrounding the memorial, an annual maintenance inspection of the
memorial and surrounding grounds, periodic power washing of memorial, re-
caulking of joints in concrete, and pointing of mortar in stone bench. Orange
County will also be responsible for the utility bills (electric, water) associated
with the memorial.
E. Insurance — Orange County will be responsible for providing property
insurance for the Veterans Memorial.
F. Approvals, Amendments, Notices - Any approval or notice required by the
terms of this Agreement shall be in writing and executed by the appropriate
party. This Agreement may be amended only by written amendments duly
executed by and between both Parties.
3
13
G. North Carolina Law - North Carolina law will govern the interpretation and
construction of this Agreement.
H. Entire Agreement - This Agreement constitutes and expresses the entire
agreement and understanding between the Parties concerning the subject
matter of this Agreement. This document and any other document
incorporated in this Agreement by reference supersede all prior and
contemporaneous discussions, promises, representations, agreements and
understandings relative to the subject matter of this Agreement.
I. Severability. If any provision of this Agreement shall be declared invalid or
unenforceable, the remainder of the Agreement shall continue in full force and
effect.
SIGNATURE PAGE TO FOLLOW
4
14
Signers for ORANGE COUNTY VETERANS MEMORIAL, INC. and the County certify
that they are authorized to enter this agreement.
ORANGE COUNTY VETERANS MEMORIAL, INC.
President
Printed Name Date
ORANGE COUNTY
Orange County Manager
Printed Name Date
This instrument has been pre-audited in the manner required by
the Local Government Budget and Fiscal Control Act:
Office of the Chief Financial Officer
10
15
Orange
Counter
Veterans
Memorial
Orange County
Southern Human
SiarvIces Center
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CRAM HI.NC
July 2R. Map
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Veterans MemorialConstruction
Approval
Orange County Board of County Commissioners Meeting
September 1, 2020
16
Background
At May 5, 2015 BOCCBusiness meeting, the AT 177
board voted to L - - - - _
1 Approve the site fora " ,� • °r "
its--�` .!+ �(t�•jl,t �[� t•-1\`tl! ��fis;`+y- .I, +� t i
� II
Veterans Memorial on
i I`ry t r•_��, `� fi' Orangs Ca�n� C �
�-r;'• �i i r �4 Vamra,Lw�amorlal
the former Hoyle home
site at the Southern
Campus
L" �f
t
b3vanu�w
2 ) Authorize the County ; _ :-=- - •r� r.
manager and staff to _ �--
participate in theproject planning -- `I `--
1 j yl Me�f 9oae Ir F°rtr oSi°n Not.x
�I —'� • O ,9eee n�in4r,wtl°n pvAd•d b ere by*r4i by
Kler Lmd sivgm.
process ,
�en,�ba m����•n•�d����..�...
Slte Plan ins Veterans A9emcrlal r.i""`a°s
n
Background
The BOCC also reserved the
right of final construction
approval contingent upon :
1) Ownership of the
Memorial
2) Design �� -- � 1 A -
3 ) Budget Certification
4) Operations and
Maintenance Agreement
18
Funding
Blue Knights Rally and Tour
• Over the past five , N
ears Orange Count 7
yMondkIa
�7t}1Veterans have heldMIORIAL DAY
Is, RAIICE EYEIIlT
numerous events and , { Veterans Memorial
raised $ 137,1542 . 8:00 am Veterans gather 10 00 Riders L arrive
B:00 am Raising of the Colors American Legion Past fi
'+=
BIOS am Memorial Service 1714 Legion Food for
8:30 am Conclusion of Service Open House,Concert,
9:00 am rickstands Opf and Lite Lunch '
• Budget certification
Brick Memorial Pavers
attached . Brick Pavers i
for Memorial f " �
Walkways — —
L
Some like to memorialize a - M .
�.. ' _.
family member,friend,or
veterans group. The memorial walkways will provide this opportunity. Engraved pavers are 4K8'and 84'
in size and cost 8100 and$200,respectively.
We have a memorial brick program for the Orange County Veterans Memorial and it is available for mail
order now. We will expand our online options in time for Christmas orders.
19
Budget
Project Component Cost
Design $15,000
Construction
Custom Stone $98,000
Electrical $10,000
Construction Total $108,000
Contingency 5% $5,900
Project Tota 1 $128,900
20
Design
Existing Conditions --------------'
_
• Gravel path
• Telescoping flagpole
• Kiosk ��• --- ��-_- -�� rim��,,•,,{,: ��•, �:, ;,.
Orange
,County
Veterans
Memorial
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Ownership, Operations an • 23
Maintenance Agreement
Key Points :
• Orange • • own
and operate the site .
�i�rrior�al Dad �ernembranc� Even
•
Orange County
Veterans Inc .
7$i am YMeransGather lot taiors F.-.-
9:p6arn Rai3iugnFrfieColors ,. "�.'"<. ��
to pay
d95 am hkmalal kr•rcra
8:l�arn (orrdusranolisaYur +1 .�r
�.W am Arden flep�ri for four �' � ..
$500 annual
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maintenance
fee .
ardEelMttualr �.� +� w-
Orange County
to
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za
Action Items
RECOMMENDATION(S) : The Manager recommends that
the Board
• Review and approve the certified budget and project
design (Attachment 2) for Phase II of the Veterans
Memorial project at the Southern Campus;
• Authorize construction of the project, and authorize
the County Manager to sign the construction contract
and any amendments/change orders up to the
$ 137,542 budgeted amount; and
• Review and authorize the County Manager to sign the
Ownership, Operations and Maintenance Agreement
(Attachment 3).
25
Thank •
� _ � L .f ems.e--� \ � i� �_ 7' /�{�• Y