HomeMy WebLinkAboutAgenda 05-24-22; 7-a - Orange County Facilities Master Planning Presentation 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 24, 2022
Action Agenda
Item No. 7-a
SUBJECT: Orange County Facilities Master Planning Presentation
DEPARTMENT: Asset Management Services
ATTACHMENT(S): INFORMATION CONTACT:
1. O'Brien Atkins Associates Proposal Travis Myren, Deputy County Manager,
for Master Planning Services 919-245-2308
2. PowerPoint Presentation Steven Arndt, Asset Management
Services Director, 919-245-2658
PURPOSE: To receive a presentation on the scope of services to be performed by O'Brien Atkins
Associates for the development of the Orange County Facilities Master Plan, and to provide an
opportunity for the Board to provide feedback regarding plan development.
BACKGROUND: Orange County issued a request for qualifications (RFQ) and has selected
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 time frame.
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.
FINANCIAL IMPACT: There is no financial impact associated with the presentation of the
Facilities Master Plan scope of services. The O'Brien Atkins contract totaling $298,216 was
previously approved by the Board at the May 3, 2022 Business meeting.
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.
ENVIRONMENTAL IMPACT: The following Orange County Environmental Responsibility Goal
impacts are associated with this item:
2
• 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 receive the presentation on
the scope of services to be provided by O'Brien Atkins in the development of the Orange County
Facilities Master Plan.
Attachment #1 — O'Brian Atkins Proposal
OBIA
UBRIEN ATKINS,
April 14,ZD22
Steven A.Arndt,MBA,CFM
Asset Management Services Director
Orange County Government
Re:Orange County Facilities Master Plan
Dear Steve: #I
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
OBIA
O'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) j
■ 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)
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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.
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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
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O'BRIEN ATKINS
o Basic programming of uses and departments
o Blocking diagram of floor plans
o 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.
5. Proposed Team
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OBIA
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.
• OBA—project lead, Land Planner and Architectural designer
• CGL—Space Planner
• CBRE—Real Estate Lease Evaluations
• Palacio Collaborative—Order of Magnitude Cost Estimating
Supplemental Team members if needed:
• Terracon—Environmental/Mold,Asbestos and Indoor Air Quality
6. Clarifications
• Site surveys are not included
• Site and Building Environmental studies are not included
• Geothermal well evaluation is not included
• Traffic or Transportation analysis and planning is not included
• Detailed design plans or permitting plans are not included
I
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.
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O'BRIEN ATKINS
S. 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,
OBRIENATI<INS ASSOCIATES, PA
Jay .Smith, PLA,ASLA, LEED AP
P xin ipaI
Director of Landscape Architecture and Planning
cc; I<evin G. Montgomery, FAIA, LEED AP BD+C
John L.Atkins III, FAIA, LEED AP
Accepted Date
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ORANGE COUNTY Facilities Master Plan OBB
NORTH CAROLINA BoCC Meeting 5-24-22 O'BRIENATK9NS
11
Agenda
Introductions ,
Mme ,
Overview
igh
Managing for Success Kevin G. Montgomery Jay W. Smith
FAIA,LEED AP BD+C PLA,ASLA,LEED AP
Principal in Charge Project Manager
Process and Approach `"
a ,.
Representative Projects =
UA I Discussion
Chloe S.Jaco Timothy Hillhouse
AICP,LEED AP BD+C AIA,LEED AP OBM + CGL
Principal Planner Senior Archifect t'YBRIEN ATKINS
12
OBB
PM,Architecture, Site Analysis, Land Planning,Workplace Strategies
CGL
Projections, Demand Analysis, Benchmarking, Needs Assessment
CBRE
Real Estate Lease Evaluations, Property Disposition Evaluation
PALACIO
COLLABORATIVE
Cost Estimating
lFrerracon
Explore with us
Environmental, Indoor Air Quality, Asbestos, Mold
13
Managing 1
Solutions that meet your objectives and needs
On time and in budget
Maximizing communication to minimize problems
Leveraging technology for efficiencies
Master Plan that serves as working tool
14
Approach Overview
Phase I Phase 2 Phase 3 Phase 4
Understand Define Analyze Plan
Visioning
Your Aspirations •f
13 ,;
Q Space Drivers & Gap Analysis sis Tools & Strategic Plan
Data Forms & Benchmark Scenario Workshops Interactive Roadmap
Interactive Variables Process Format & Implementation
Database Schedule
Templates
15
Visioning Phase 1 : Understand
ASPIRATIONS GUIDING PRIORITIES
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Stakeholder PPhase 1 . Understand
WHAT WE LEARN
Identifying policy drivers
Community* Understanding the stakeholders
x 7w AM 0 Incorporating holistic approach
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Information 1 Phase 1 : Understand
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Trends Phase 1 : Understand
Housing Change acro-2020 w IIGm n Population Change 2010--2020
WHAT WE LEARN
Incorporating projected
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Space Drivers Phase 2: Define
( WHAT WE LEARN
COVID • Understanding driver by
department
L/iNc" 9 Gathering relevant data
* Thinking about future
Population Change Staff Space Suitability Accessibility impacts
Workload Technology Equipment
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n i n Environment a g g W roPhase 2. Define
WHAT WE LEARN
Understanding space trends
Aligning standards to function
} - Impact of • •
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Facility Conditions A
Define
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e , - Condition of space
Facility condition index
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P3 I Lafayette Renoyadan&Addition 1 26,000 sf P9 Conference Center 152.000 sf
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Define
WHAT WE LEARN`
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ty�nity 116,430
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vevelo9 68;168 ' 26,990 "
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Operations iciency Phase 3: Analyze
• • ' WHAT WE LEARN
• Aligning facilities to
function & future land use
% LiAddressing
=.' central/decentralized
service
Addressing public access
A & employee health
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Concept Options Phase 3: Analyze
DURHAM COUNTY SPACE NEEDS ANALYSIS WHAT WE LEARN
Scenario One-Downtown
DURHAM COUNTY SPACE NEEDS ANALYSIS
Scenario Two-Downtown Space Requirements Derail
DURHAM COUNTY SPACE NEEDS ANALYSIS • Identifying qualitative
Scenario Three-Downtown
IL� , 1 ,�DURHAM COUNTY SPACE NEEDS ANALYSIS _ and quantitative
Scenario Four-Downtown -
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Cost Measurement Phase 4: Plan
WHAT WE LEARN
Facility Major Repairs& Energy&Water
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Replacement (Preventative)
3.1% 2.6% life-cycle & real estate
Building/ether value
Protect . Operational erational Expenses
fl•1% • Incorporating operational
cost impacts
Staff • Factoring County funding
sources & opportunities
26
A Living Document Deliverable Phase 4: Plan
-= WHAT WE LEARN
Creating versatile
master plan
AKE COUNTY JUSTICE SYSTEM
Detention • - Delivering interactive
•a tools
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PASCO COUNTY • Providing dynamic
GOVERNMENT
FACILITIES MASTER PLAN roadmap to inform
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