HomeMy WebLinkAboutAgenda 05-03-22; 8-h - Orange County Facilities Master Planning 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 3, 2022
Action Agenda
Item No. 8-h
SUBJECT: Orange County Facilities Master Planning
DEPARTMENT: Asset Management Services
ATTACHMENT(S): INFORMATION CONTACT:
1. O'Brien Atkins Associates Contract Travis Myren, Deputy County Manager,
for Facilities Master Planning 919-245-2308
Steven Arndt, Asset Management
Services Director, 919-245-2658
PURPOSE: To approve a Design Services contract with O'Brien Atkins Associates, Durham, NC,
totaling $298,215 for Facilities Master Planning services throughout the County.
BACKGROUND: Orange County issued a request for qualifications (RFQ) and has identified
O'Brien Atkins Associates of Durham, NC to help develop a Facilities Master Plan to guide the
development of County properties and programs over the next twenty-year timeframe.
The work will include a review of background information, related plans and programs, an
inventory and condition analysis of selected facilities, a population growth assessment and
program demand analysis, a related gap analysis and action plan, development of program
options and recommendations, and preparation and presentation of the final Master Plan Report.
The planning effort will encompass all major County buildings within Orange County. However, it
will not include facilities and properties operated by Parks and Recreation or Solid Waste
Management. These departments conduct separate facilities planning efforts.
The cost of this contract requires approval by the Board of County Commissioners.
FINANCIAL IMPACT: The total cost of the contract is $298,215. This effort was authorized and
funded as part of the 2020-21 Capital Investment Plan (CIP) planning process.
SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is associated with
this item:
• GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY The creation and preservation of
infrastructure, policies, programs and funding necessary for residents to provide shelter,
food, clothing and medical care for themselves and their dependents.
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ENVIRONMENTAL IMPACT: The following Orange County Environmental Responsibility Goal
impacts are associated with this item:
• ENERGY EFFICIENCY AND WASTE REDUCTION Initiate policies and programs that: 1)
conserve energy; 2) reduce resource consumption; 3) increase the use of recycled and
renewable resources; and 4) minimize waste stream.
• CLEAN OR AVOIDED TRANSPORTATION Implement programs that monitor and
improve local and regional air quality by: 1) promoting public transportation options; 2)
decreasing dependence on single-occupancy vehicles, and 3) otherwise minimizing the
need for travel.
• RESULTANT IMPACT ON NATURAL RESOURCES AND AIR QUALITY Assess and
where possible mitigate adverse impacts created to the natural resources of the site and
adjoining area. Minimize production of greenhouse gases.
RECOMMENDATION(S): The Manager recommends that the Board
1) Approve the contract to O'Brien Atkins totaling $298,215 for Facilities Master Planning
Services; and
2) Authorize the County Manager to sign this contract after review by the County Attorney.
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[Departmental Use Only]
TITLE MasterPlan
FY 2021/2022
NORTH CAROLINA
SERVICES AGREEMENT NO RFP/RFQ
ORANGE COUNTY
This Services Agreement (hereinafter "Agreement"), made and entered into this 18th day of
April, 2022, ("Effective Date") by and between Orange County, North Carolina a political
subdivision of the State of North Carolina (hereinafter, the "County") and O'Brien/Atkins
Associates, PA, (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 of project): Fee proposal for providing professional planning and
design services for the Orange County Government Facilities Master Plan. Please
see attached Proposal labeled Exhibit 1. Our proposal has been organized into the
following sections:
ii) 1. Scope of Project
iii) 2. Proposed Scope of Services
iv) 3. Deliverables
v) 4. Proposed Schedule
vi) 5. Proposed Team
vii) 6. Clarifications
viii) 7. Proposed Fees
ix) 8. Invoicing &Payments
x) 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.
xi) Time is of the essence with respect to this Agreement.
xii) 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
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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
performance of these services. Provider is solely responsible for the professional
quality, accuracy and timely completion and 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 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.
vii) Should this Agreement involve project designs, the construction or creation of
which is to be bid out or fulfilled by other contractors, and bidding or negotiation
with contractors produce prices which, when added to the other elements of the
approved total project cost, produce a cost that is in excess of the approved total
project cost, the Provider shall participate with the County in negotiation and
design adjustments to the extent such are necessary to obtain prices within the
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approved total project cost. All activity of the Provider with respect to these
matters shall constitute Basic Services and shall be performed by the Provider
without additional compensation. If negotiation and design adjustments fail to
bring costs within the total project cost the County may reject all bids and
Provider will redesign or reduce portions of the project in an effort to reduce the
bid prices to within the total project cost and rebid the project. One such redesign
is included within Basic Services. If this second letting for bids does not produce
bids that are within the approved total project cost initially or after negotiations
with the contractor the cost is not reduced to an amount within the total project
cost, the Provider is not obligated to engage in further redesign.
3. Basic Services
a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows
(fully describe services to be provided): This Facilities Master Plan will evaluate
existing Orange County buildings and property and project space needs for a 20-year
planning horizon. We will interview the Counties 38 departments and determine their
space needs and use that information to develop options for both the utilization of
existing facilities and new facilities as well. We will prepare phasing plans and cost
estimates.
4. Duration of Services
a. Term. The term of this Agreement shall be from 04/18/2022 to 04/18/2023.
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 04/18/2022.
5. Compensation
a. Compensation for Basic Services. Compensation for Basic Services shall include all
compensation due the Provider from the County for all services satisfactorily (as
determined by the County) performed pursuant to this Agreement. The maximum
amount payable for Basic Services shall not exceed Two Hundred Ninety Eight
Thousand Two Hundred Fifteen Dollars ($298,215.00). Payment for satisfactorily
performed 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
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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 (Alan Dorman) to act as the
County's representative with respect to the Project who shall have the authority to render
decisions within guidelines established by the County Manager or the County Board of
Commissioners and who 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
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 NA(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. To the extent authorized by North Carolina law 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.
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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. Either party may
terminate this Agreement upon notice to the other party that obligations pursuant to this
Agreement are made impractical due to declarations of emergency by Orange County or
by North Carolina due to events directly impacting Orange County. Both parties shall
remain responsible for all payment and performance due up to the receipt of such notice,
but shall have no further obligation or responsibility beyond that date provided the
terminating party has taken all reasonable steps to complete the performance of its
obligations.
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. Upon request of the County, the Provider shall submit to County all
relevant documentation, including but not limited to, job cost records, to support
its claims for final compensation.
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.
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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.oran.eg countync. o�partments/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.
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.
£ 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.
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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 or 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 or 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.
In the event of a change in the County's statutory authority, mandate or mandated
functions, by state 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. Si atures. 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 I IA 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:Alan Dorman O'Brien/Atkins Asssociates
P.O. Box 8181 PO Box 12037
Hillsborough,NC 27278 RTP,NC 27709
[SIGNATURE PAGE TO FOLLOW]
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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:
By: By:
Bonnie Hammersley
Jay Smith,PLA,ASLA, LEED AP
Printed Name and Title
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ORANGE COUNTY-DEPARTMENT USE ONLY
Party/Vendor Name: O'Brien/Atkins Associates, PA Party/Vendor Contact Person: Jay Smith Contact Phone:
919.941.9000 Party/Vendor Address: Post Office Box 12037 City Research Triangle Park State: NC Zip: 27709
Department: AMS Amount: $298,215.00 Purpose: Orange County Facilities Master Plan Budget Code(s):
Vendor#60654 (N/A if new vendor) Vendor is a BOCC consultant? Yes ❑No❑ Contract Type: (Check one)
New ❑ Renewal ❑ Amendment ❑ Effective Date Approved by Board Yes❑ No❑ Agenda Date:
---For Section XIV. c. contracts only,Approved by Board in Current FY Budget Yes❑No❑
This agreement is approved as to technical form and content and I as Department Director affirmatively state work
on this project has not been initiated prior to execution of the agreement:
Department Director's Signature Date:
Agreements for emergency services or repair are not subject to the above affirmation. If services related to this
agreement have already begun or been completed please briefly describe the nature of the emergency condition that
was addressed:
Information Technologies
(Applicable only to hardware/software purchases or related services)This agreement has been reviewed and is
approved as to information technology content and specifications:
Office of the Chief Information Officer Date:
Risk Management
This agreement is approved for sufficiency of insurance standards,specifications,and requirements:
Office of the Risk Management Officer Date:
Financial Services
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 Date:
Legal Services
This agreement is approved as to legal form and sufficiency:
Office of the County Attorney Date:
Clerk to the Board
Received for record retention:
All Docusign contracts must be copied to the Clerk upon completion: occlerkdocs@orangecountync.gov
The following signature block is for hard copies only and is not required for Docusign contracts:
Office of the Clerk to the Board Date:
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Exhibit 1 Page 1
12
O'Brien/Atkins Associates, PA
OBIA Architecture I Engineering I Landscape Architecture Planning Interiors
O'BRIEN ATKINS
April 14, 2022
Steven A. Arndt, MBA, CFM
Asset Management Services Director
Orange County Government
Re: Orange County Facilities Master Plan
Dear Steve:
O'Brien Atkins Associates is pleased to present this fee proposal for providing professional planning and
design services for the Orange County Government Facilities Master Plan. Our proposal has been
organized into the following sections:
1. Scope of Project
2. Proposed Scope of Services
3. Deliverables
4. Proposed Schedule
5. Proposed Team
6. Clarifications
7. Proposed Fees
8. Invoicing& Payments
1. Scope of Project
Base Services:This Facilities Master Plan will evaluate existing Orange County buildings and property
and project space needs for a 20-year planning horizon. We will interview the Counties 38 departments
and determine their space needs and use that information to develop options for both the utilization of
existing facilities and new facilities as well. We will prepare phasing plans and cost estimates.
2. Proposed Scope of Services
O'Brien Atkins proposes the following scope of services to meet the intent of this project assignment.
Task 1 -Visioning
o Facilitate a kickoff visioning session with the oversight committee and the County's
leadership
■ Describe the County's aspirations for their growth and delivering services to the
citizens of Orange County
■ Set goals and direction for work place strategies in County facilities
■ Define strategic goals the Facilities Master Plan should address
■ Review placemaking precedents and identify development opportunities
■ Prioritize the County's goals and aspirations
Exhibit 1 Page 2
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OBA
C'BRIEN ATKINS
o Summary report the Counties goals for their growth
Task 2 - Investigation
o Tour the existing County facilities
o Review existing 2021 Facilities Report
o Compile list of current County leases
o Prepare a base map illustrating all facility locations and summary table
o Prepare a physical land analysis of the Counties properties in the Hillsborough area
■ Natural features analysis including terrain, hydrology-flood plains streams and
wetlands
■ Buildable area study
Task 3 -Space Needs Analysis
o Department Inventory-The consultant will prepare a department survey instrument for
distribution by the County's Project Manager to the department contacts. Data to be
requested will include:
■ Departmental mission and function
■ Identification of space driver—staff or equipment
■ Identification of key workload/service demand indicators (i.e., population type
served; number of permits,files, calls, requests for services, or other; response
time;judicial case filings and detention population)
■ Historic staff counts and workload indicators since 2012
■ Identification of any current staff working remotely and description of in-office
space needs
■ Functional space relationships and adjacencies both internally and to other
departments
■ Current space allocations and unmet space needs
■ Equipment with significant impact on space needs
■ Use of automation and special communication systems
■ Data/record storage practices
■ Relationship to general public access and visitation
■ Parking needs to include public/visitor, staff, and county/state vehicle totals
■ Staff opinions on any safety, security, or health concerns
■ Staff opinions about functional space problems and deficiencies
■ Staff preference for approach to the department reception area (in- person or
remote)
Post Office Box 12037 1 Research Triangle Park, NC 127709
919.941.9000 1 www.obrienatkins.com
P12
Exhibit 1 Page 3
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OBA
O'BRIEN ATKINS
o Department Interviews- Following receipt and review of the survey information,the
consultant will conduct in-person and/or virtual interviews with each of the 38
departments.This additional level of information will allow the consultant to:
■ Understand any planned organizational or operational changes
■ Understand the impact of COVID-19 and remote working on existing and future
operations
■ Study departmental efficiencies
■ Assess existing operations in terms of function, operational mandates, related
service requirements and individual facility and internal unit adjacencies to
determine efficiencies via consolidation of functions, improvement of or sharing
of space or the use of technology
o Upon completion of all surveys and interviews,the consultant will create a department
profile for each physical location.The department profiles will provide a consolidated
location for each department's existing conditions,functional characteristics, issues, and
any data relevant to developing Personnel and Space Needs Projections.These profiles
will be used as tool throughout the master plan to identify:
■ Location or co-location issues
■ Critical adjacencies for optimum efficiency of space, consolidation and
technology implementation
■ Historic growth trends and key growth factors
■ How customers access and receive services (in-person versus virtual)
■ How staff provides customer services (in-person versus virtual)
o Space Standards & Benchmarking
■ Applicable industry, state, and/or local space standards will be reviewed and
used as a benchmark to assess current space utilization. Attention will be given
to the potential space impact of current operational and/or technological
trends.The space standards will serve as a benchmark to assess current office,
equipment, and parking space utilization for each department.
■ Based on public and private practice and the consultant's professional planning
experience, recommended space standards for administrative office, support
space, public areas and circulation, equipment and storage unit sizes, and
parking will be provided.
■ For a master plan,the size of an individual office or area is not as important as
the space-per-person or space-per-equipment standard. Based on the
recommended net square foot space standards and the type of department
(staff versus equipment driven),the consultant will recommend a space-per-
unit (staff or equipment) allocation standard, expressed as department gross
square foot(DGSF) per staff, for each department.
Post Office Box 12037 1 Research Triangle Park, NC 127709
919.941.9000 1 www.obrienatkins.com
P13
Exhibit 1 Page 4
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OBA
O'BRIEN ATKINS
o Projections Database
■ Using data obtained from the completed survey instruments and detailed
interviews,the consultant will develop a projections database for the County.
■ The first database component will be to prepare a projection of future
personnel requirements for each staff-driven department.The projections will
quantify changes in personnel in five-year increments up to 20 years.The
personnel projections will consider official County population forecasts, historic
trends, and agency-specific workload factors indicative of the functions
performed. For departments that are not staff-driven,the consultant will
identify the impacting growth factor and project the unit need in five year
increments for 20 years.
■ Using the unit projection (staff or other) and recommended department space
standard (DGSF/unit),the consultant will calculate total DGSF required for each
department in five-year increments for 20 years. Space projections will be at a
department gross level to develop block space needs for options development.
o Gap Analysis
■ The consultant will identify the gaps between existing facilities and the overall
ability to meet current and future space projections.The analysis of the current
state to future needs will identify the facility gaps and the opportunities for
future development.
Task 4-Conceptual Planning& Design
o Prepare 3 planning concepts that accommodate the space needs identified
■ Phasing plans for short, mid and long-range plans
■ Refine plans in work sessions with County and select a preferred option
o Real estate broker overview of existing County owned facilities
■ Broker opinion of values for the following County owned facilities identified in
the RFP that have been relocated to new facilities or temporarily vacated due to
unsafe building conditions(i.e., mold).
o Dept of Environment&Agricultural Services
o Detention Facilities
o Public Defender Building
o John Link Government Services Center
■ Identification of relocations sites for potential future construction and/or lease.
■ Review status of current leases
o Cost analysis Pro's& Cons of owned versus leased scenarios
o Potential remote work strategies
■ Conceptual design of a new County Administration facility
Post Office Box 12037 1 Research Triangle Park, NC 127709
919.941.9000 1 www.obrienatkins.com
P14
Exhibit 1 Page 5
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OBA
O'BRIEN ATKINS
o Basic programming of uses and departments
o Blocking diagram of floor plans
0 3D elevations
Task 5 -Communications& Presentations
o Work sessions with the owner's oversight committee
■ 9 work sessions-Once a month over the course of the project
o Monthly reports of the teams completed work, next steps and schedule
0 3 County Commissioners meeting presentations
■ 2 progress updates
■ 1 Final presentation
Task 6 - Documentation
o We will prepare a detailed outline of the master plan report for the team to review
o We will prepare a draft of the master plan report for the County's review and comment
o Executive summary
o Space needs analysis
o Action plan of prioritized list or recommendations
o Conceptual plans
o Phasing plans
o Order of magnitude cost estimates
o We will prepare a final digital master plan report
o We will prepare 3 color renderings that highlight key facilities in the County's growth
3. Deliverables
1. Summary of visioning session
2. Summary of facilities Investigation
3. Space needs analysis
4. Conceptual design plans
5. Phasing and relocation strategies
6. Master plan document
4. Proposed Schedule
We anticipate beginning the project on May 1, 2022 and completing by January 31, 2023. Once we are
under contract,we will prepare a detailed schedule of milestones and task.
S. Proposed Team
Post Office Box 12037 1 Research Triangle Park, NC 127709
919.941.9000 1 www.obrienatkins.com
P 1 5
Exhibit 1 Page 6
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OBA
O'BRIEN ATKINS
O'Brien/Atkins proposes the following team for this project:
Base Services:
O'Brien Atkins will provide the following Master plan services: Project Management, Space Needs,
Benchmarking, Space Projections, Leasing and Disposition of Real Estate, Land Planning,
Architectural Concept Design and Order of Magnitude Cost Estimating.
Y OBA—project lead, Land Planner and Architectural designer
Y CGL—Space Planner
Y CBRE—Real Estate Lease Evaluations
Y Palacio Collaborative—Order of Magnitude Cost Estimating
Supplemental Team members if needed:
Y Terracon—Environmental/ Mold,Asbestos and Indoor Air Quality
6. Clarifications
Y Site surveys are not included
Y Site and Building Environmental studies are not included
Y Geothermal well evaluation is not included
Y Traffic or Transportation analysis and planning is not included
Y Detailed design plans or permitting plans are not included
7. Proposed Fees
O'Brien Atkins proposes to provide the Scope of Design Services outlined in this proposal. A summary of
the fee by phase is as follows:
Base Services
Task 1 - Visioning $19,490
Task 2-Investigation $21,450
Task 3-Space Needs Analysis $72,805
Task 4-Conceptual Planning and Design $98,170
Task 5-Communication&Presentations $39,720
Task 6-Documentation $46,580
Total Fee$298,215
The total fee is Two Hundred Ninety-Eight Thousand Two Hundred Fifteen Dollars($298,215). Direct
reimbursable expenses are included in the fee named above.
Post Office Box 12037 1 Research Triangle Park, NC 127709
919.941.9000 1 www.obrienatkins.com
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Exhibit 1 Page 7
18
OBA
O'BRIEN ATKINS
8. Invoicing and Payments
O'Brien Atkins will invoice Orange County on a monthly percent complete basis for services
performed. Payments are due within thirty(30) days of receipt of invoices.
Closing
O'Brien Atkins appreciates the opportunity to work with Orange County and looks forward to
successfully delivering this project. If the contents and terms are acceptable, please sign below and
return a copy for my records—this will serve as our notice to proceed.
Sincerely,
OBRIENATKINS ASSOCIATES, PA
Jay W. Smith, PLA, ASLA, LEED AP
Principal
Director of Landscape Architecture and Planning
cc: Kevin G. Montgomery, FAIA, LEED AP BD+C
John L. Atkins III, FAIA, LEED AP
Accepted Date
Post Office Box 12037 1 Research Triangle Park, NC 127709
919.941.9000 1 www.obrienatkins.com
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