Loading...
HomeMy WebLinkAbout2023-158-E-AMS-Woolpert-Orange County Public Schools Capital Needs AssessmentRevised 06/21 1 [Departmental Use Only] TITLE OC School Assess FY 2022/2023 NORTH CAROLINA SERVICES AGREEMENT RFP/RFQ (Contract Specific Revisions 3/20/23, not to be used with other contracts) ORANGE COUNTY This Services Agreement (hereinafter “Agreement”), made and entered into this 27th day of March, 2023, (“Effective Date”) by and between Orange County, North Carolina a political subdivision of the State of North Carolina (hereinafter, the "County") andWoolpert 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 Services Agreement (“Agreement”) is for services to be rendered by Provider to County with respect to (insert type of project): Orange County Public Schools, Capital Needs Assessment. Please see attached RFQ and Proposal. 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. (Contract Specific Revision 3/20/23) iii) Time is of the essence with respect to deliverable dates under 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 i) 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 section (b) below. (Contract Specific Revision 3/20/23) b. Standard of Care. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 2 i) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the standard of care ordinarily exercised in 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 in accordance with the standard of care. (Contract Specific Revision 3/20/23) ii) Provider shall correct any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts at no additional cost to the County. (Contract Specific Revision 3/20/23) 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 except to the extent caused by the negligence or willful misconduct of the County. (Contract Specific Revision 3/20/23) 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) 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 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 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 3 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. i) The Provider shall perform as Basic Services the work and services described herein and as specified in the County’s Request for Proposals or Request for Qualifications (the “RFP”) “RFP Number 367-OC5375 for “Request fro Qualifications: Facilities Condition Assessment, Schools Optimization and Benchmarking Best Practices” issued November 2, 2022, and the Provider’s proposal, which are fully incorporated and integrated herein by reference together with Attachments Cost Proposal, Abstract, and Certificate of Insurance (designate all attachments). In the event a term or condition in any referenced document or attachment conflicts with a term or condition of this Agreement the term or condition in this Agreement shall control. Should such conflict arise the priority of documents shall be as follows: This Agreement, Provider’s Proposal together with attachment, the County’s RFP together with attachments. (Contract Specific Revision 3/20/23) ii) The Basic Services will be performed by the Provider in accordance with the following schedule: (Insert milestones task list, dates and fees. If milestones are not established mark N/A under Milestone Task 1.) Milestone Task Milestone Date Milestone Fee 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. iii) Should County reasonably determine that Provider has not met the Milestone Dates established in Section 3(a)(ii), County shall notify Provider of the failure to meet the Milestone Date. The County, at its discretion may provide the Provider seven (7) days to cure the breach. County may withhold the accompanying payment without penalty until such time as Provider cures the breach. In the alternative, upon Provider’s failure to meet any Milestone Date the County may modify the Milestone Date schedule. Should Provider or its representatives fail to cure the breach within seven (7) days , or fail to reasonably agree to such modified schedule, County may immediately terminate this Agreement in writing, without penalty or incurring further obligation to Provider. This section shall not be interpreted to limit the definition of breach to the failure to meet Milestone Dates. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 4 4. Duration of Services a. Term. The term of this Agreement shall be from March 27, 2023 to January 31, 2024. b. Scheduling of Services i) The Provider shall schedule and perform its activities in a timely manner so as to meet the Milestone Dates listed in Section 3. 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. Notwithstanding anything to the contrary herein, the Provider shall not be responsible for delays caused by reasons beyond the reasonable control of the Provider, including, but not limited to Acts of God, terrorism, war, or governmental delays and that the Provider shall be compensated for services if requested to accelerate performance of services as a result. (Contract Specific Revision 3/20/23) iii) The Commencement Date for the Provider's Basic Services shall be March 27, 2023. 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 is Nine Hundred Eighty Four Thousand Five Hundred and Sixty One Dollars ($984,561.00). 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. Payment for Basic Services shall become due and payable in direct proportion to satisfactory services performed and work accomplished. Payments will be made as Project milestones as set out in Section 3(a)(ii) are achieved up to the corresponding milestone fee. (For example, Provider may invoice for the amount listed as the milestone fee corresponding to the first milestone task upon County’s acknowledgement of the satisfactory completion of Task one. Upon the County’s acknowledgement that the second Task has been satisfactorily completed Provider may invoice for that corresponding milestone fee.) Milestone fees shall be the maximum amount payable for its corresponding milestone task which shall not be altered except by written amendment. b. 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 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 5 a. Cooperation and Coordination. The County has designated (Steven Arndt) 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 to indemnify and hold harmless the County from liability, claims or expense, including reasonable defense 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 but only to the extent caused by the negligence or misconduct of the Provider. (Contract Specific Revision 3/20/23) 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. Either party may terminate this Agreement upon notice to the other party that obligations pursuant to this DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 6 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 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. 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. c. Compliance with Laws. 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 anti-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.orangecountync.gov/departments/purchasing_division/contracts.php.) Any violation of this requirement is a breach of this Agreement and County may immediately DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 7 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. 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. 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 a suit or action. e. Entire Agreement. This Agreement, together with the RFP and its attachments and the Proposal and its attachments, 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. 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. Non-Appropriation and Government Action. 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 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 8 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. 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 & Address Attention: Steven Arndt Woolpert P.O. Box 8181 4454 Idea Center Boulevard Hillsborough, NC 27278 Dayton, OH 45430 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: _________________________________ Bonnie Hammersley By: __________________________________ Christina Parr Printed Name and Title DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 4/11/20234/13/2023 Revised 06/21 9 ORANGE COUNTY—DEPARTMENT USE ONLY ______________________________________________________________________________ Department Party/Vendor Name: Woolpert Party/Vendor Contact Person: Jessica Goodell Contact Phone: 937-531-1344 Party/Vendor Address: 4454 Idea Center Boulevard City Dayton State: OH Zip: 45430 Department: AMS Amount: $984,561.00 Purpose: Orange County Public Schools Capital Needs Assessment Budget Code(s): 64820235-870000-52000 Vendor # 67993 (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 and 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:_________ DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 4/11/2023 4/12/2023 4/13/2023 1 DEPARTMENT OF FINANCE AND ADMINISTRATIVE SERVICES PURCHASING DIVISION RFQ No 367-OC5375 REQUEST FOR QUALIFICATIONS FOR FACILITIES CONDITION ASSESSMENT, SCHOOLS OPTIMIZATION AND BENCHMARKING BEST PRACTICES I. Background, Purpose, and Outcomes A. Background This Request for Qualifications is the result of a recommendation from the Orange County’s School Capital Needs Work Group (work group) which was formed in September 2021 to determine strategies to address additional capital funding for the Chapel Hill-Carrboro City Schools (CHCCS) and Orange County Schools (OCS). The work group was conceptualized and led by Board of County Commissioner (BOCC) Jean Hamilton. The work group is comprised of elected officials, administrators, managers and staff from the school districts and County government. The group collaborated on a report (see Exhibit A), which has informed this Request for Qualifications. B. Purpose As a strategy to improve the quality and efficiency of operational services, Orange County Government, CHCCS and OCS are collaborating on the issuance of a Request for Qualifications for: • Comprehensive Facility Condition Assessment (FCA) • Optimization Plan of Existing Space Utilization; and • Examining Prioritization Models, Best Practices and Benchmarking and Scenarios for both school districts that recognizes the distinct structure of the County having to allocate funds between the two school districts. The desired outcome will help county and school professionals and elected officials better plan, manage and fund new construction and maintenance of the county’s 31 school campuses and administrative offices. Local leaders are especially interested in assuring that scarce capital resources are used effectively. That requires a better understanding of when to repair/maintain, renovate or replace buildings, how and when to contract across campuses and school districts, and how to provide reliable funding to assure that schools facilities are built and maintained in a timely and cost effective manner. (See Exhibit B for additional guiding questions from the work group to inform the RFQ.) II. General Information The CHCCS and OCS (the Districts) are distinct in North Carolina for having two school districts DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 2 located in the same county. This means that the County has to allocate funds among both CHCCS and OCS in an equitable manner. There are only 11 other North Carolina counties out of the 100 counties in the State with more than one school system located in the same county. This creates a unique challenge for planning school facilities and allocating county funds. Combined, CHCCS and OCS have approximately 18,600 Pre-K through Grade 12 students. CHCCS has approximately 11,500 students in 19 schools, supported by approximately 1,500 school personnel and approximately 400 non-school personnel working out of 3 administrative facilities. CHCCS maintains and operates 22 buildings, totaling approximately 2 million square feet and approximately 544 acres of property. The average age of the CHCCS buildings are more than 50 years old. OCS has approximately 7,100 students in 13 schools, supported by approximately 890 school personnel and approximately 170 non-school personnel working out of 6 administrative facilities. OCS maintains and operates 18 buildings, totaling approximately 1.5 million square feet. The average age of the OCS buildings are more than 41 years old. The County allocates capital funding to CHCCS and OCS based on Annual Daily Membership (ADM). An important benchmarking exercise will be to review how other 11 North Carolina counties with multiple school districts prioritize and allocate funding, if different from ADM. The County, CHCCS and OCS has a keen interest in reviewing how other entities address this challenge, and different scenarios are encouraged by all respondents to this RFQ. Exhibit C is a listing of the Districts owned facilities, including name, type, site acreage, building square footage, year constructed and year(s) of renovation(s) and or addition(s). The project objectives are as follows: A. Complete a comprehensive assessment of educational and administrative facilities owned and operated by both school districts. B. Calculate Facility Condition Index (FCI) scores for buildings including FCI scores for individual systems. C. Prioritize building systems based on need, observed deficiencies, remaining useful life, and classify each system based on a recommended timeframe for system replacements. D. Estimate the Districts’ overall outstanding capital need and a recommended annual investment plan to address deferred maintenance. E. Use existing County and Districts long-range plans and respective FCAs to revise the short and long term capital improvement plans beginning in 2024. F. Input data on critical building systems, life expectancy, and capital investments into the Districts enterprise facilities management software G. Recommend Prioritization Scenarios that considers the County funding allocation for both Districts following Benchmarking other Counties and School Districts. Minority and Women Business Enterprise (MWBE) Participation: Orange County encourages all businesses, including minority, and woman owned business enterprises to respond to all Request for Qualifications, Invitation to Bid, and Request for Proposal. III. Scope of Services A. Comprehensive Facility Condition Assessment This contract will require inspections of all facilities as specified herein by architectural and DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 3 engineering professionals licensed with a firm presence in the state of North Carolina. It will produce an accurate analysis that identifies visible and discernable (through non-destructive means) components and elements requiring maintenance or other planned action. The Facility Condition Assessments are expected to serve as an important reference and decision-making resource for current and future capital planning and funding decisions. To that extent any recommended software to facilitate ongoing updates by both school districts is encouraged. 1) The facility conditions assessment will focus and consider the following property elements: a. Design b. Exterior Systems - roofs, walls, window systems, doors c. Emergency communications (telephones and intercom systems) d. Interior Construction - walls, doors, flooring, visible structural component e. Interior Finishes: Flooring, ceiling, wall finishes f. Health/Fire/Life Safety systems g. Security and Facility Safety Considerations h. Handicap Accessibility - ADA requirements i. Heating, Ventilation and Air Conditioning j. Plumbing k. Electrical and Service Distribution l. Fire Suppression m. Special Electrical Systems, Emergency Power, Telecommunications n. Technology Infrastructure o. Special Construction p. Vertical Transportation (Elevators, lifts, etc.) Additional elements shall include site utilities, fencing, athletic fields, playground equipment, vehicle circulation, parking, and other site surface structures. 2) Integration of the Districts Supplied Facility Condition Data In addition to observed facilities deficiency conditions, existing Districts supplied facility condition data shall be reviewed by the Consultant for incorporation into an industry relevant platform. All Districts-supplied facility condition data shall be identified as such. The Districts-supplied data may include any of the following: prior engineering studies, hazardous materials audits, air or water quality studies, or other related facility condition data. Inclusion of existing Districts supplied reports, electronic databases or spreadsheets, and other data will be considered on a case- by-case basis. 3) Corrections - Deficient Conditions For every deficient condition identified in the audit, a means of correcting the condition (a correction project) shall be developed by the Consultant. Each correction project shall entail a detailed description of the methods and quantities of labor and materials necessary to conduct the work. A detailed, multiple line item construction estimate shall also be developed by the Consultant. The estimates shall be based upon R.S. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 4 Means Construction and Facilities Maintenance and Repair Costs data and estimating format. Where appropriate, multiple correction methodologies should be developed indicating the range of possible corrective measures and the associated costs. Each correction project shall be assigned a unique identifier within the identified software platform, and shall enable correction tracking by the Districts staff as deficiencies are corrected as detailed in Section D. a. Prioritization/Categorization/Classification of Audit Data i. Deficiency Priorities Each deficiency identified in the field audit should be prioritized such as in the following manner: Priority 1 Currently Critical Conditions in this category require immediate action to: a. correct a cited safety hazard b. stop accelerated deterioration c. return a facility to operation Priority 2 Potentially Critical Conditions in this category, if not corrected expeditiously, will become critical within a year. Situations within this category include: a. intermittent operations b. rapid deterioration c. potential life safety hazards Priority 3 Necessary - Not yet critical Conditions in this category require appropriate attention to preclude predictable deterioration or potential downtime and the associated damage or higher costs if deferred further. Priority 4 Recommended Conditions in this category include items that represent a sensible improvement to existing conditions. These are not required for the most basic function of the facility; however, Priority 4 projects will improve overall usability and/or reduce long-term maintenance costs. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 5 Priority 5 Does Not Meet Current Codes/Standards - “Grandfathered” Conditions in this category include items that do not conform to existing codes, but are “grandfathered” in their condition. No action is required at this time, but should substantial work be undertaken in contiguous areas, certain existing conditions may require correction. ii. Deficiency Categories Each correction project identified shall be assigned one of the following categories: (1) Life-Safety Code Compliance (fire alarm, egress, etc.) (2) Building Code Compliance (3) Accessibility Code Compliance (ADA & Local Accessibility Standards) (4) Building Integrity (5) Design and Functionality (6) Educational & Site Adequacy (7) Appearance (8) Natural Light (9) Energy (10) Environmental: (as provided in Districts-supplied facilities condition data) (a) ACBM (asbestos containing building materials) (b) PCBs (c) Lead-based paints (d) CFCs (e) IAQ (indoor air quality) (f) Water Quality The above categories represent sample definitions and may be revised to meet requirements of the Districts through the initial stages of the audit process. iii. Deficiency Classification Each deficiency shall be classified by the major property components identified for survey in the field. For example, Design and Functionality, Site, Exterior Systems, Interior Systems, Interior Finishes, Health/ Fire/Life Safety Systems, Handicap Accessibility, Heating, Ventilation and Air Conditioning, Plumbing, Electrical and Service Distribution, Special Electrical Systems, Fire Suppression, Special Construction, or Vertical Transportation. iv. User Specified Classifications In addition to the standard categories and classifications available within the identified software platform the Districts should have the ability to edit support tables to add the Districts specified classifications to the above lists. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 6 B. School Optimization Plan The completed Plan will provide guidance for potential CHCCS and OCS factors influencing efficient capacity utilization of facilities. The development of the Optimization Plan should be comprehensive and address the most important utilization issues currently facing CHCCS and OCS in a fiscally responsible and efficient manner. CHCCS and OCS expects the Consultant’s optimization plan(s) to integrate facility capital improvements, in a manner that improves existing utilization, while at the same time optimizes capital improvement funding required to address future needs and space capacity. When synthesizing utilization optimization with facility condition assessments, the Consultant may consider: 1) Current and projected enrollment versus school capacities a. Over utilization of temporary capacity (mobile units) b. Over or under utilization of built capacity (brick and mortar buildings) c. Is the core space (kitchen, dining, food service lines) sufficient to support enrollment 2) Alternative uses for the building 3) Repurpose schools as administrative facilities, or specialty schools 4) Educational Adequacy a. Consolidation and or reorganization to support new instructional programs and or class sizes 5) Spaces that are inadequate, or non-conforming to CHCCS, OCS, Orange County, and NCDPI baseline standards for the intended instructional program, and or other guidelines, standards and statutes (including Title IX deficiencies) 6) Current facility condition 7) Operation of facility as currently utilized is cost prohibitive 8) Physical constraints of the site renders potential growth impractical 9) Capital improvement costs can be offset or mitigated by instructional and or operational program changes 10) CHCCS and OCS will assist the Consultant in obtaining the following to the greatest extent feasible: a. School capacity, use, and utilization data Identifying the rate of reinvestment required to maintain components of facilities as they degrade and become unusable is critical to the long-range planning and funding. The Consultant shall analyze and model the rates of degradation of each facility, and report on the required reinvestment rate on an annual basis to replace components as such components become inoperable. Elements of the analysis will include: 1) Identification of the approximate replacement cost of each building and building component. 2) Rates of standard degradation of each component and the cost to replace/ refurbish that component. 3) Current condition of each building component. 4) The ability to analyze multi-year outlooks and various combinations of building type reinvestment rates and multi-phasing of large-scale capital DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 7 projects. Using industry relevant platform or other software approved by the Districts Facility Managers, the Consultant shall generate multi-year capital and financial planning based on the Districts deferred maintenance backlog, capital replacement, and selected timeframe. The Consultant shall use industry relevant platform to provide analyses, and project funding, for a period not less than 25 years. C. Benchmarking and Best Practices Using an industry relevant platform or other software approved by the Districts, the Consultant shall provide benchmarking of facilities and building condition, site condition, suitability for education programs and technology. Benchmarking of the facilities condition index should follow standard industry practices. The consultant should also provide management best practices in contracting, project/program management, and maintenance as well as financing alternatives and capital projects planning and prioritization. It would be particularly helpful to see practices for multiple school districts located and funded by one governing authority. The County and Districts understands that any financing alternatives practiced in other U.S. States and recommended by the selected Consultant would be subject to the North Carolina Local Government Commission requirements and be legally permissible within the North Carolina General Statutes. D. Project Planning The Districts intends to use an industry relevant platform to create, track, and execute scoped projects. As deemed beneficial to CHCCS and OCS, the Consultant may use an industry relevant platform to aggregate projects into contract packages or bundles of projects for more cost- effective contracting/purchasing/correction i.e. joint district purchases and cooperative purchasing to achieve economies of scale. The Districts should have the ability to perform iterative analysis of various correction projects to analyze the most cost-effective approach for the work, giving the Districts’ Facility Departments the ability to develop logical and strategic deferred maintenance reduction plans, and capital expenditure plans most appropriate to budget allocations. The awarded Consultant shall provide the following deliverables: 1) Copies of Draft Report (for review/comment by the County and Districts) to include: a. Executive Summary b. Methodology Description c. Assessment of School Facilities and Management Processes • Evaluation and FCI for every school and administrative campus • Assessment of Capital, Program, and Project Management Practices • Assessment of Facilities Maintenance Processes • Assessment on use of staffing, contractors, and program managers • Assessment of Planning and funding approaches d. Conclusions and recommendations e. Summary Reports, with different sorts and queries on data f. Detailed Building and FCA Score for all Facilities and Deficiency Data g. Appendices of the Districts data used 2) Copies of Final Report (contents similar to Draft Report) DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 8 3) Software Media (secure drive) with installation/setup instructions 4) User Manuals or Help Documentation 5) Project Schedule 6) Detailed Tabular Listing of Costs for Partial Progress Billings and Payments 7) Meeting Minutes IV. Format of Qualifications Submission IMPORTANT NOTE: This is mandatory. Consultants shall bear the risk for late submission due to unintended or unanticipated delay. Any proposal submitted after the RFQ deadline will be rejected. Only Electronic Responses will be accepted for this RFQ solicitation. Consultants should enter “RFQ#: 367-OC5375: Firm’s name, Facilities Condition Assessment, Schools Optimization and Benchmarking Best Practices”: as the subject for the email. Electronic (PDF Format) submittals should be less than 15MB in size and submitted by 3:00 p.m. Eastern Standard Time on December 7, 2022. PDF files should include bookmarks that link to sections to allow easy document navigation. Electronic submittals shall be emailed to Jovana Amaro, Purchasing Agent, jamaro@orangecountync.gov copying Gary Donaldson, Chief Financial Officer, gdonaldson@orangecountync.gov by the date specified above. Critical updates may be included in Addenda to this RFQ. It is important that all firms proposing on this RFQ regularly check Orange County’s website for any Addenda that may be issued prior to the RFQ deadline. All firms should carefully read the information contained in this RFQ and any subsequent Addenda. RFQ Submittals must include the following information with each section placed in the order as detailed below: Tab 1 – Letter of Interest Submit a letter of interest, including a brief description of the firm’s overall qualifications to perform the work successfully. This letter should introduce the firm (team), or individual, and be signed by a representative of the firm with authorization to sign contracts. a. If submitting as a team, notate which team member (firm) is the prime Consultant or lead joint venture partner, or if it will be a prime-sub Consultant(s) contractual relationship. b. Identify primary contact person for your team. Tab 2 – Consultant Organization, Personnel Experience and Qualifications Description of the Consultant must have a principal architect or engineer providing services in response to this solicitation with a firm residence and licensed in the State of North Carolina. All proposed sub-Consultants’ major services and activities must be conducted under the Consultant and/or licensed architect and engineer for the project. Include information on the number of years in business, the type (corporation, partnership, sole proprietorship) number and location of offices. a. Provide a project organizational chart and detail the experience of senior DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 9 management and the support staff that will be used in this project, including: i. A narrative of how the staff will function during each phase or stage of the project ii. Each position within the Project Organization and the role and responsibilities of the individual(s) in that position iii. Number of teams and number of personnel to serve on each team (if more than one team is required to meet the project schedule) iv. Composition of each typical team; typical teams are expected to include an architect, mechanical engineer, and electrical engineer at a minimum. Additionally, there should be at least one individual experienced in demographics, Geographic Information Systems (GIS), and or with school assignment boundary creation and or revision. v. Composition of special teams or positions, which may be used on an as needed basis. vi. The role of the Consultant’s sub-Consultant(s) b. Resumes of the team members that will be assigned to the project. Resumes should demonstrate their education and recent experience performing similar services and if these individuals are part of the Consultant’s firm or sub- Consultants. i. Experience on public PreK-12 projects of similar size, scope, complexity and budget ii. Professional certifications and technical expertise iii. Indicate whether the key personnel have worked together on previous projects and list that project information, including owner contact information iv. Minimum of one (1), but no more than three (3), references for all key personnel, including current telephone numbers and emails for persons with whom they have had prior business relationships and/or contracts within the last three years v. Identify whether person is an employee of the firm and length of employment, or an outside employee and the name of the employer Tab 3 – Project Methodology Detailed descriptions of the management plan to be used to accomplish the work. Include the proposed methodology, the schedule, and the process to be used for this RFQ. Please list, categorize and submit samples of all deliverables. Tab 4 – Previous Projects and References Short description of recent projects that demonstrate successful performance conducting PreK-12 public school assignment optimization and facilities condition assessments of equal complexity. Include three (3) references, with a contact name, email and phone number that the Districts may contact. It is preferred that references include those clients for whom the respondent has provided services similar in nature, quantity and quality to those requested in this RFQ. Tab 5 – Financial Statements Provide financial statements for the last three years. Include a statement of the firm’s DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 10 insurance coverage, including general liability, professional liability errors and omissions, automobile, and workers’ compensation carried by the firm. Tab 6 – Legal Actions Describe any legal action taken against the firm in the past five years and the final determination. Tab 7 – Consultant Declaration Submit a declaration under penalty of perjury by an authorized corporate officer or principal, stating that reasonable diligence has been used in preparation of the proposal submitted in response to the RFQ and that all information provided is true, correct and complete. Tab 8 – Required forms • Acknowledgment of receipt of any addendum • Living Wage: Orange County is committed to providing its employees with a living wage and encourages agencies it funds to pursue the same goal. Acknowledgement of receipt of Orange County’s Living Wage Contractor Policy. • E-Verify: HB789 imposes E-Verify requirements on contractors who enter into certain contracts with state agencies and local governments. The legislation specifically prohibits governmental units from entering into certain contracts “unless the contractor and the contractor’s subcontractors comply with the requirements of Article 2 of Chapter 65 of the General Statues.” (Article 2 of Chapter 65 establishes North Carolina’s E-Verify requirements for private employers.) It is important to note that the verification requirement applies to subcontractors as well as contractors. • Orange County Non-discrimination Certification Form • Supplemental Vendor Information: HUB form V. Selection Process The evaluation team may include administrators, managers and school staff. The recommendation of the evaluation team will be subject to a successful contract negotiation (see Exhibit D for a template services contract for Orange County. If an agreement cannot be finalized, then the evaluation team reserves the right to negotiate with other qualified firms. The selected firm will not have the opportunity to be a part of any subsequent construction or bond project management resulting from this RFQ. Evaluation of qualifications may include, but is not limited to the following: a. Proposed methodology to assess and produce optimization plans and facility condition assessments b. Past performance on similar projects as indicated by written references from owners c. Experience and qualifications of personnel assigned to the project(s) DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 11 VI. Proposed Project Schedule The table below shows the intended schedule for the RFQ. Orange County will make every effort to adhere to this schedule. Event Responsibility Date and Time Issue RFQ Orange County November 2, 2022 Submit Written Questions Consultant November 16, 2022 Provide Response to Questions Orange County November 30, 2022 Submit Qualifications Consultant December 7, 2022, 3pm Eastern Standard Time Board Approval of Contract Board of County Commissioners January 17, 2023 Project Award Orange County January 20, 2022 Consultant Notice to Proceed Orange County January 31, 2023 Project Completion Consultant May 15-July 31, 2023 Proposal Questions: Upon review of the RFQ documents, firms may have questions to clarify or interpret the RFQ in order to submit the best proposal possible. To accommodate the Proposal Questions process, firms shall submit any such questions by the above deadline date. Written questions shall be emailed to jamaro@orangecountync.gov copying gdonaldson@orangecountync.gov by the date specified above. Firms should enter “RFQ No 367- OC5359: Questions” as the subject for the email. Questions submittals should include a reference to the applicable RFQ section. Answers to these questions and any additional terms deemed necessary by Orange County will be posted in the form of an addendum to the Orange County Website http://www.orangecountync.gov/Bids.aspx and shall become an addendum to this RFQ. No information, instruction or advice provided orally or informally by any Orange County personnel, whether made in response to a question or otherwise in connection with this RFQ shall be considered authoritative or binding. Firms shall rely only on written material contained in an Addendum to this RFQ. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 1 School Capital Needs Work Group Report Executive Summary In the fall of 2021, in response to a petition from Commissioner Jean Hamilton, the Orange County Board of County Commissioners (BOCC) created the Capital Needs Work Group (the work group). The work group included elected officials and staff from the county and both school districts (Orange County Schools (OCS) and Chapel Hill-Carrboro City Schools (CHCCS) and was charged with focusing on school facilities. Orange County operates 32 school campuses and seven school administrative offices. Over half of the school buildings in both districts are over 50 years old and all are in need of updating and repair. Many of the newer schools are more than 20 years old and need maintenance and repair. Today more than 2,500 teachers and staff, and nearly 20,000 students work and learn in these school buildings every day. Orange County funds both school districts. The county’s local contribution t o per pupil funding ranks Orange County’s schools first (CHCCS) and third (OCS) in the state for operating funding. On the other hand, school facilities, like in so many other districts, are chronically underfunded. By state law, Orange County is solely responsible for funding school capital (construction, repair and maintenance). The county’s two school districts are responsible for developing facilities plans that are submitted to the county for funding. School capital is included in the county’s 10-year capital planning process, where schools compete with county projects for scarce capital funds and access to debt financing. The work group reviewed current Orange County capital financing policies, planning and design practices and identified issues and obstacles to building and maintaining high quality schools. Current and projected funding sources are not adequate to address the backlog of unfunded school capital needs that are estimated at over $500 million. A significant issue is funding availability. The work group is aware that the current county funding model funds based on available funds and debt capacity rather than actual school needs. This restricts the county's ability to adequately fund school construction. Additionally, Orange County often does not qualify for state funded capital and grants that are available to other districts across the state. This is because Orange County is considered a high wealth county based on the formula that includes the median household income of its residents. Given the scale of school facility needs, we recommend that BOCC and county staff immediately begin to explore alternative funding sources to generate additional resources to support this work. The work group main recommendation is to engage an independent outside consultant that specializes in school facilities issues to assess the current situation and provide recommendations that will help Orange County and both school districts improve their approach to planning, priority management, design and construction and funding of school facilities. These improvements would be integrated into a 10- year plan to address school facility needs that both school districts have begun. In addition, the work group recommends that Orange County update SAPFO to more accurately reflect how school buildings are used. Exhibit ADocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 2 Report and Recommendations BACKGROUND The Capital Needs Work Group (the work group) was established in Fall 2021 as a result of a petition by Commissioner Jean Hamilton of the Orange County Board of County Commissioners (BOCC). The petition requested that the work group address the capital needs of the two public school systems in Orange County: Orange County Schools (OCS) and Chapel Hill Carrboro City Schools (CHCCS), especially the older schools, such that an actionable plan (over 10 years) would be developed that would dedicate funds and a process to address the needs. The work group was designed to include representatives from the elected boards and staff of Orange County, Orange County Schools, and Chapel Hill Carrboro City Schools. Commissioner Jean Hamilton was designated as the chair and Orange County School Board member Bonnie Hauser was designated as vice-chair. (See table A for the list of participants and their titles.) Table A: Work Group Participants Entity Name Participant Name Participant Title Orange County Renee Price Board Chair Jean Hamilton Board Member , Work Group Chair Gary Donaldson Chief Financial Officer Steven Arndt Asset Management Director Greg Wilder Assistant to County Manager, Legislative Affairs Rebecca Crawford Deputy Director of Financial Services Kirk Vaughn Budget Analyst II Chapel Hill Carrboro City Schools Deon Temne Board Chair Dr. Jillian La Serna Board Member Rani Dasi Board Vice Chair Dr. Nyah Hamlett Superintendent Andre’ Stewart Chief Operations Officer Jonathan Scott Chief Financial Officer Eric Allen Former Director of Capital and School Facilities Al Ciarochi Deputy Superintendent of Operations Orange County Schools Carrie Doyle Board Member Bonnie Hauser Board Member, Work Group Vice Chair Brenda Stephens Former Board Member – served through June 30, 2022 Dr. Monique Felder Superintendent Patrick Abele Deputy Superintendent of Operations Rhonda Rath Chief Finance Officer DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 3 The work group had its first meeting on November 29, 2021. It generally meets on the third Wednesday of the month and is open to the public to attend remotely. It has met virtually seven times. (Meeting notes can be found in Appendix 1.) There are 32 K-12 school campuses in Orange County operated by two school districts. These campuses serve nearly 20,000 students and 2,500 employees every day. Over half of the campuses are over 50 years old. Some date back to the 1950s. (See Appendix 2 with lists of all school buildings and their age.) Funding for school capital needs is included in the Orange County Capital Investment Plan (CIP). Starting in fiscal year 2022, the CIP projects capital projects for 10 years (an increase from the 5 years in prior years). Each year the BOCC approves the capital funding for the current fiscal year providing flexibility for re- prioritization as necessary. School capital funding sources include the following: General obligations bonds that require voter approval Limited obligation bonds that are secured with assets Lottery funds Pay as you go funding (PAYGO). PAYGO funding is funding that comes from general fund revenues. 50% of Article 46 quarter-cent sales tax revenue for capital/ technology needs. Funding is allocated to the two school systems based on average daily membership (ADM) that is set by the North Carolina Department of Public Instruction. While state law requires school operating funds to be allocated by ADM, state law does not require capital expenditures to be allocated the same way. Over the past 5 years $154.6 million has been spent on school capital needs. (See table C for a breakdown by category). The last general obligation bond was in 2016 for $125 million while the school district capital needs were $232 million. The amount of unfunded school capital needs is estimated at over $500 million. Both school districts are currently developing updated 10-year plans. The CIP has $307.3 million planned for schools for the next ten years. The county’s current capital plan and financing does not anticipate funding major improvements to schools through new bond funding before 2027. Table B: 5 Year Historical Capital Expenditures by Category Category Total Deferred Maintenance $3,122,950 Supplemental Deferred Maintenance $1,808,999 Vehicles $167,971 Rental Space $663,705 Safety/Security Improvements $2,537,832 Construction $91,663,739 Chapel Hill HVAC $791 Athletic Facilities $713,786 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 4 Roofing $5,065,404 Equipment $15,621,950 General Renovations $1,473,743 Emergency/Security System $989,370 Door & Window Replacement $245,201 Energy Management $474,347 Technology $13,564,939 Abatement $688,333 Other (Recurring Capital) $15,832,253 Total $154,635,310 Orange County is not alone in dealing with aging school facilities. Wake, Guilford, and Durham Counties have undertaken substantial initiatives to comprehensively address the capital needs of schools. The work group sees value in collaboration and coordinating capital efforts across the BOCC, county staff and two school districts. The county is responsible for allocating capital funds amongst the schools and county capital needs. The school districts are responsible for managing their individual facilities to best meet local needs. In that context, the workgroup is interested in continuing to explore ways to improve efficiencies and transparency, and to better inform decision-making around the capital needs for all its schools. FINDINGS Facility Planning/Standards o Updated facilities studies are needed for our public schools. OCS is planning to start a new study in the coming school year. CHCCS is currently undertaking an updated facility study to be completed in Spring 2023. o There are no county standards/guidelines for renovating or replacing aging school buildings. The work group discussed concerns about over-investing in buildings that should be replaced. The work group discussed how a facility condition index (FCI), which is a ratio of deferred maintenance to replacement cost, is one way to determine when a school needs to be replaced. o Orange County’s School Construction Standards were last updated in 2007. These standards focus on new school construction and include traditional and non-traditional models. o School Adequate Public Facilities Ordinance (SAPFO) was adopted in 2003 between BOCC, school boards, and towns (except Mebane) as an attempt to ensure school capacity can meet the population growth. SAPFO has not been updated to meet the current conditions including taking into account Pre-K classrooms, space for special needs students, non-standard room sizes, model capacity assumptions, and growth in the western part of county. o Our aging school buildings do not reflect modern building standards and therefore provide sub-optimal learning environments for children with many of them DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 5 lacking natural light, having air quality challenges, including mold not having flexible spaces, e.g. for break-out rooms having small classrooms not meeting modern safety standards including having modular classrooms and open classrooms having heating and cooling system failures, o Our aging school buildings are energy inefficient and expensive to maintain. Facility Maintenance o OCS and CHCCS are challenged to recruit and retain facilities staff due to the high demand for those occupations and the relatively low salaries that are offered by the school systems. The pandemic has made these challenges worse. o Material costs and delays have increased due to the pandemic. o Cost and timing efficiencies may be possible by coordinating the capital and maintenance expenditures of OCS and CHCCS. o Major capital projects like new construction and major renovations require time commitments that school facility staff may not have and so these projects may benefit from contracted construction professionals that can be part of the capital budget. o There are no standards or funding for ongoing school maintenance. Policy/Funding o Capital school funding is impacted by BOCC guidelines that limit total (county and schools) debt capacity to about 15 percent of general revenues o The target to maintain total school funding (capital debt service, PAYGO, and operations) at 48.1% of the county’s general revenue constrains school capital spending given other school needs. o Policies have not been developed for how much money needs to be allocated for on-going maintenance needs. Looking at other industries would be helpful to inform policy for school facilities. o There is no county-wide plan to land bank for future school needs. o State funding sources have not kept up with the school capital needs. Historically, from the late 1940s, North Carolina voters approved state obligation bonds on average every 10 years to help counties with school construction projects. They have not done so since 1996. RECOMMENDATIONS Hire a consultant to evaluate the county’s approach to school capital planning, design, contracting, and financing including: o Examine the planning, design/build, and maintenance process for both school districts and identify areas for improvement. o Work with school districts to evaluate every school campus and administrative building and highlight those that should be urgently replaced or renovated o Evaluate the county’s school capital funding approach o Identify ways to plan and fund ongoing school maintenance. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 6 o Provide insight about approaches, opportunities, and risks around emerging practices for contracting and program management, including projects that could cross campuses and districts. o Recommend how the county and two school districts can prioritize projects within a 10 year plan to address school facility needs in a transparent way. Research alternative funding sources for school capital improvements: o Revisit county capital plans and financing to identify potential funding sources for school capital o Work with state and federal legislators and the public to advocate for funds for school capital. County and both school districts commit to continue working together on school capital planning through the existing work group: o Review and update the county’s policies governing school facilities planning and financing o Work with both school districts to develop a 10 year plan for school facilities – building upon the work that’s already been done by both school districts. o In parallel, the county should work with the two school districts to update SAPFO to better reflect school capacity characteristics. NEXT STEPS If both school boards and the county agree, and the county moves forward with the consulting assessment, the work group should shift to an advisory role working with the consultant. School districts and the county should appoint board and staff leaders to continue. The work group should also work with the SAPFO Technical Advisory Committee (TAC) to review changes to SAPFO or other capacity planning standards. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group November 29, 2021 Meeting – 8:00am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on November 29, 2021. Members of the Group will be participating in the meeting remotely. 1.Welcome, Introductions, and Purpose 2.Designate Officers 3. FY 2022-32 Capital Budget Kickoff 4.Deferred Maintenance Planning 5.Schedule Next Meeting Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: https://orangecountync.zoom.us/webinar/register/WN_7QDnY_E4RK-zV3vuAQxtPQ After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on November 26, 2021. Appendix 1: Work Group Meeting NotesDocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group November 29, 2021 Meeting – 8:00am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on November 29, 2021. Members of the Group will be participating in the meeting remotely. 1. Welcome, Introductions, and Purpose 2. Designate Officers a. Commissioner Jean Hamilton – Chair b. OCS Board of Education member Bonnie Hauser – Vice Chair 3. FY 2022-32 Capital Budget Kickoff a. Gary Donaldson, Orange County Chief Financial Officer and Rebecca Crawford, Orange County Deputy Financial Services Director shared a powerpoint presentation for the FY 2022-32 Capital Budget process kick-off (attached to these notes). 4. Deferred Maintenance Planning a. Work Group members had the following comments: i. Bonnie Hauser – 30 aging buildings in system – missing from the conversation 1. Is there a way to move some of the costs to PAYGO? Debt is alarming. ii. Patrick Abele – would like to look at feasibility of funding going into old buildings vs building new schools and replacing old ones 1. Concerned with forecasting 6-10 years based on short time frame and existing facility study is older from 2012 – will need an updated facility study in order to ensure information is accurate – proposed a Phase I for 1-5 years of needs and Phase II 6-10 years of needs, which would be presented after the initial budget period. 2. Asked the status of land banking for new schools – inventory of sites is low and predicts tremendous growth is coming DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 a. SAPFO results will share timeline of when to build new schools b. Will have a need but no land – need to plan 20-30 years from now 3. Is there an opportunity for county CIP support to include planning for capital project staff and construction staff to move the projects forward? (now can only move projects ahead when have capacity) iii. Renee Price – how definitive is planning for 6-10 years actually? 1. Likes the idea of a plan 2. A lot of maintenance and repair issues, especially in OCS – can’t put a bandaid on all of the issues – when do we construct something new? a. Maintenance costs on Chapel Hill High School will be huge – did we plan for those? i. Gary shared we do plan for that iv. Jean Hamilton – goal for this group is to look at long term without putting extra work on staff (20 years out) 1. Need to update facility studies – but cost effectively a. can schools piggy-back on county facility study? v. Rani Dasi - maintenance needs fresh eyes – what is the right level of maintenance to avoid between 3-6% of asset value 1. CHCCS=less than 1%, which causes big problems vi. Bonnie Hauser – how do other counties fund ongoing school maintenance? 1. In-house vs outsource? 2. Can we check with other jurisdictions such as Alamance, Durham, Chatham, Guilford, and Wake? 3. Find new ways to do it in OC 4. All campuses should be on regular, funded schedule vii. Renee Price – seeing increased costs for projects and supplies – could the purchases be done across both systems to find savings? 1. Patrick said this is possible 2. Align projects like roofs – did this during COVID on pre-bids and found great results DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 3. Can do the same with county projects such as tennis courts viii. Bonnie Hauser – debt service is in operation budget and rolled into 48% for school funding 1. Can we uncouple debt service from operating budget % 2. Wake Co. keeps it separate 3. Operating is distributed per pupil – capital doesn’t have to be since some schools are in worse shape than others a. Can we revisit these policies? b. SAPFO was focused on rapid growth, which we don’t have any more – should we focus more on maintenance now? ix. Renee Price – no stuck on 48%, just a guideline/target and can be adjusted 1. Gary Donaldson shared we have been above this in some years x. Eric Allen – meeting with architect about CHCCS facility study today and should have an estimated timeline 1. At a point where need to replace major systems, which will be a bandaid, when go in should replace full systems to make best investment xi. Patrick Abele – OCS would need to put out an RFP for facility study – will take 6-8 months 1. Can easily do years 1-5 now and 3rd week of January is ok for CIP submissions 2. Echoed Eric’s comments – we need to do a better job communicating all of that to public and officials xii. Bonnie Hauser – Guilford’s CIP increased in cost because focused on school modernization 1. Can we contract out maintenance so it’s off of our financial books? xiii. Renee Price – have some unsafe campuses – especially elementary schools 1. “open” and need to be more safe 2. Keep seeing school shootings and need to secure our campuses 3. Would like to see maintenance need list even if don’t know when or how much can plan better a. Eric Allen mentioned a roof management plan would help with that – are doing that now with consultants on facility maintenance plan DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 b. Rani Dasi mentioned it’s reasonable to do with windows, HVAC, etc. 4. Can we share these slides with the BOCC? Would be really helpful xiv. Jean Hamilton – Recap of To Do List: 1. Need for updated facility study 2. Need for updated facility maintenance plan 3. Coordinated capital projects 4. Benchmark how other districts handle ongoing maintenance (share at next meeting) a. When fix vs when replace (County and districts will work on) 5. Long range capital plan 6. Complete normal budget cycle 7. Review state of individual schools and needs (use same format) a. % spent on maintenance right now (Finance can say impact on models – 2019 template?) 5. Schedule Next Meeting a. Renee Price and Rani Dasi – would like to see all projects and needs – schools bring requests for next 10 years b. Meet Monday mornings i. January 10th from 8am-9:30am Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: https://orangecountync.zoom.us/webinar/register/WN_7QDnY_E4RK-zV3vuAQxtPQ After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on November 26, 2021. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group January 27, 2022 Meeting – 8:30am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on January 27, 2022. Members of the Group will be participating in the meeting remotely. 1. Welcome – Commissioner Jean Hamilton, Chair of Work Group 2. Review School Maintenance Needs Reports 3. Peer Jurisdiction School Maintenance Report Outs 4. Discussion and Next Steps 5. Schedule Next Meeting Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: Capital Needs Workgroup Registration Link After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on January 25, 2022. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group January 27, 2022 Meeting – 8:30am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on January 27, 2022. Members of the Group will be participating in the meeting remotely. Joining are: Jean Hamilton, Bonnie Hauser, Andre Stewart, Brenda Stephens, Monique Felder, Nyah Hamlett, Eric Allen, Gary Donaldson, Rebecca Crawford, Kirk Vaughn, Greg Wilder, Jonathan Scott, Patrick Abele, Rani Dasi, Renee Price, Rhonda Rath, Steve Arndt, and resident Kari Hamel 1. Welcome – Commissioner Jean Hamilton, Chair of Work Group • Jean to provide opening remarks, introduce the panelists and topics  Group settles on first names for discussion  Staff will rotate note taking  Use GARE framework  Wants action items and final product to come from this group  Jean, Rani, Brenda, Renee, Monique, Gary, Patrick discuss frequency of meetings – Monthly, with ability to drop meetings  Jean, Rani, Bonnie discuss outcome of this process – Bond, or other aspects of the CIP process • Review School Maintenance Needs Reports o Patrick to present Orange County’s School Maintenance  Breaking down bond projects – • Expanded Parking & Ag Building not complete at CRHS • Roof projects complete save one roof, under budget • Mechanical projects in process o See attached slides • School safety projects mostly complete • Purchased property OC Welcome Center  Break down major projects by school • Broken down by safety, new construction, Major Systems 10 year service life, Other Major Building Improvements • Total needs of $142 M over next ten years • Shows Grady Brown Major Projects Summary  Stresses cost increases and delays for supplies in pandemic. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 • Suggests combining projects between county and school districts to mitigate this issue  Question: Renee asks if older schools are being bandaided, if they match the needs of the 21st century • Patrick discusses the increased costs for new schools – says $40 M for Elem $100 M for High School  Question: Bonnie asks if costs of schools are driven by being designed to last 50 years. Is there a model where we build schools for 20 years?  Renee and Bonnie point out the design of Grady Brown do not match the modern safety standards o Andre to present CHCCS report slideshow  9 structures that are over 50 years, newer structures are 10 – 30 years old  Worked with external consultant to plan different structures determined 3 options  Eric to discuss difference between repair v new schools • New structures may cost more but can save costs in long run • Wake County high school building 2200 kids $176 M costs  Question: Jean asks about the cost of land, and how do you move kids from structure in repair? • Eric suggests different models, both moving into swing space - building temporary facility - vs keep students on site. Both add costs.  Question: Bonnie asked about charter school’s cheaper construction costs. How can we use those efficiencies? • Eric discuss meeting with construction, generating efficiencies in constructions and operating costs.  Question: Bonnie wants group to review innovations in building standards and structures to make efficiencies • Patrick discussed getting best practices session from other entities. SOG, other schools. 2. Peer Jurisdiction School Maintenance Report Outs o Patrick to discuss OCS construction standards, notes other counties that use DPI standards. Orange County standards are out of date and drive up costs. Discuss how schools need to construct for growth, i.e. larger elementary schools. • Patrick discussed hiring and retention in trade staff, turnover drives costs, delays o Eric shows slide on CHCCS classified employee study, to determine proper salary ranges. • Discuss hiring construction professionals as project managers, can be costed in the project budgets. o Question: Bonnie asks about hiring versus contracting for this staff. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 • Eric discussed how for major construction, school needs to have manager that represents the schools, not the construction company. o Question: Bonnie asks about maintenance, and how both are in the CIP process • Patrick talks about how construction and maintenance are two different skill sets, and we have same staff doing both. • Weakness in maintenance drives costs in CIP, parts not lasting full length. • Patrick includes conversation on sustainability possibly built into projects, and how that can drive up costs. o Question: Jean asks about maintenance costs, are they capital costs or operating costs o Patrick states that they are costs in both. Staff in operating, both school systems use recurring capital for projects 4. Discussion and Next Steps o Jean wants to get those costs in our meeting, both operating and capital costs o Bonnie ask about capital versus operating. County puts schools in tension of deciding between using per-pupil on instructional versus maintenance needs. Should we use separate funding sources o Jean wants to know total costs, then we can decide how to get there. Believes this group is the basis to determine the need. o Renee points out that we have a CIP budget, separate from operating budget. Should CIP budget be set up differently? Especially since Orange County Schools does not have extra funding source. o Rani states that the county has all these assets, between county and two school systems. o Renee wants to make sure maintenance costs in new construction are considered o Patrick wants to look at other counties that have county/city schools. How do they allocate in timing between systems? 5. Schedule Next Meeting & Next Topics o Jean wanted to ask about next meeting: timing and items. Suggests 3rd Wednesday of the month in mornings. 8:30 to 10am • February 16th at 8:30am – 10am will be next meeting o Eric asks timing for construction. Takes 18 months to advertise, plan, get DPI approval. Wants to make sure that construction time is built in. • Gary stated that that is built into county CIP o Bonnie wants invite an outsider to upcoming meeting to learn about best practices. Wants to ask about different financing methods. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 o Steve asked about facility condition index. Ratio of deferred maintenance to replacement cost. Can use that to rank the schools to make decisions on which can be replaced. • Eric states Mosley to update report to include that detail. • Patrick states that facility study can include that metric. o Bonnie asks if we have two different frameworks, how can we standardize reports? • Eric states we don’t have design guideline for school systems, rely on firm. Next step can be merging guidelines. o Jean made closing statement and requested that CIP budget requests be shared at the next meeting to understand the impact on debt. • Gary stated both School District Finance Officers have received the necessary forms and timeline to provide their CIP requests to the county. Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: Capital Needs Workgroup Registration Link After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on January 25, 2022. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 2106 EDUCATION BOND Project Budget Expenditures % Exp Balance Notes CRHS Classroom Addition $14,500,000.00 $12,984,021.00 89.54%$1,515,979.00 Classroom addition completed. Expanded parking and AG building not completed. Transportation Joint Facility $0.00 $0.00 0.00%$0.00 Removed from the projects by CHCCS/OCS Roof Replacements $4,038,889.00 $3,040,560.00 75.28%$998,329.00 See below Mechanical Systems $24,096,118.00 $14,264,360.92 59.20%$9,831,757.08 See below School Safety $2,156,993.00 $1,940,205.97 89.95%$216,787.03 Vesitbules installed all locations except HES. Purchase Real Property OC-Welcome Center $3,100,000.00 $3,100,000.00 100.00%$216,787.03 $47,892,000.00 $35,329,147.89 73.77%$12,562,852.11 Bond Sales by Orange County Dates Year 1 Funding FY'18 (2017-2018)$15,964,000 Year 3 Funding FY'20 (2019-2020)$15,964,000 Year 5 Funding FY'22 (2021-2022)$15,964,000 $47,892,000 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 BOND PROJECTS 2016 Mechanical Projects Status Update River Park Elementary Phase II Ongoing 50% complete Central Elementary 100% design, rebid in Feb/Mar '22 Efland Cheeks 100% design, bid in Feb/Mar '22 AL Stanback 85% design, bid in Feb/Mar '22 New Hope Partial complete, working with DPI on replacement schedule Hillsborough Not started Grady A Brown Not started DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 BOND PROJECTS 2016 Roof Projects Status Update AL Stanback Middle Completed River Park Elementary Completed Efland-Cheeks Elementary Completed Grady A Brown Elementary Completed Hilsborough Elementary Not completed-TBC '2023 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 School Name Safety New Construction or Additions Major Systems < 10 Years Service Life Other Major Building Improvements Total Projected Cost Central ES $140,000 $5,707,090 $5,269,961 $4,313,469 $15,430,520 Efand-Cheeks Global ES $140,000 $4,027,933 $3,780,204 $1,252,864 $9,201,001 Grady A Brown ES $140,000 $1,358,930 $2,792,961 $5,659,457 $9,951,348 Hillsborough ES $186,948 $26,848,000 $5,229,972 $6,078,122 $38,343,042 New Hope ES $140,000 $0 $3,034,092 $1,300,000 $4,474,092 Pathways ES $140,000 $0 $2,567,101 $643,604 $3,350,705 River Park ES $140,000 $18,276,225 $1,724,746 $778,632 $20,919,603 A L Stanback MS $140,000 $0 $1,781,607 $2,728,768 $4,650,375 Gravelly Hill MS $222,701 $0 $2,533,034 $1,334,593 $4,090,328 Orange MS $184,827 $0 $1,908,865 $3,872,360 $5,966,052 Cedar Ridge HS $325,719 $0 $7,285,461 $523,650 $8,134,830 Orange HS $975,000 $5,491,775 $3,922,766 $5,336,208 $15,725,749 Partnership $47,479 $2,500,000 $45,449 $77,869 $2,670,797 DISTRICT TOTALS $2,922,674 $64,209,953 $41,876,219 $33,899,596 $142,908,442 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 AL STANBACK MIDDLE SCHOOL Major Capital Projects Requiring Additional Funding 740 653 1995 CAPACITY IMPACT 2 Option LOW HIGH 1 $100,000 $140,000 N Subtotal $100,000 $140,000 0 Option LOW HIGH Subtotal $0 $0 0 Option LOW HIGH 1 $242,396 $302,994 N 3 $515,091 $721,127 N 1 NEW CHILLER $605,989 $757,486 N Subtotal $1,363,475 $1,781,607 0 Option LOW HIGH 3 $136,348 $166,647 N 1 $9,090 $10,908 N 3 $252,495 $378,743 N 1 $745,366 $975,642 N 1 $309,054 $515,091 N 1 EXTERIOR RECOMMENDED REPAIRS $605,989 $681,738 N Subtotal $2,058,342 $2,728,768 0 $3,521,818 $4,650,376 0 0 Option1 Option2Option3 Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf and/or meet future capacity needs and the Orange County School Building Standards of 585 students for elementary schools. Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf REVISED DATE: 2/20/20 NEW EMERGENCY GENERATOR LIGHTING Grand Total3 (2024 cost estimate): Number of classrooms below DPI minimums sf: TBD Number of mobile units: Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Optionof Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary Option(K-5), Middle Option(6-8), High School Option(9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the following ratios for 2021-2022: Kindergarten (1:18), 1st Grade (1:16), 2nd & 3rd Grade (1:17). 2 Impact: Y/N (number indicates number of potential seats gained or lost.) 3 Annual inflationary construction cost is calculated at 6%. Priority Ranking Key Repair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) MAJOR BUILDING IMPROVEMENTS RENOVATE 6TH GRADE CLASSROOM WING FOOD SERVICE RENOVATIONS INTERIOR FACILITIES UPGRADES AND REPAIRS: SCIENCE ROOM LIGHTING: ENERGY EFFICIENT LIGHTING UPGRADE MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE NEW BOILER ENERGY MANAGEMENT SYSTEM UPGRADE SAFETY IMPLEMENT SECURITY RECOMMENDATIONS NEW CONSTRUCTION & BUILDING ADDITIONS School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 CEDAR RIDGE HIGH SCHOOL Major Capital Projects Requiring Additional Funding 1,500 1,0672002 CAPACITY IMPACT 2 Option LOW HIGH 1 $287,845 $325,719 N Subtotal $287,845 $325,719 0 Option LOW HIGH Subtotal $0 $0 500 Option LOW HIGH 1 MECHANICAL HVAC SYSTEM $1,856,750 $2,542,124 N 1 ROOF COATING/SEALING (20 yr)$2,000,000 $3,500,000 1 $626,896 $940,343 N 1 NEW BOILER $242,396 $302,994 N Subtotal $4,726,041 $7,285,461 0 Option LOW HIGH 1 $42,419 $53,024 N 1 $183,312 $226,488 N 1 $149,111 $244,138 N Subtotal $374,842 $523,650 0 $5,388,728 $8,134,831 0 0 Option 1 Option 2 Option 3 School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST SAFETY IMPLEMENT SECURITY RECOMMENDATIONS NEW CONSTRUCTION & BUILDING ADDITIONS MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE ENERGY MANAGEMENT SYSTEM UPGRADE MAJOR BUILDING IMPROVEMENTS FOOD SERVICE RENOVATIONS INTERIOR FACILITIES UPGRADES AND REPAIRS: SCIENCE ROOM LIGHTING: ENERGY EFFICIENT LIGHTING UPGRADE Grand Total (2024 Costs w/increased capacity) Repair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf Repair and long-range improvements that extend a minimum of twenty-five years of additional operation to a facility and meet REVISED DATE: 1/8/2022 Number of mobile units currently on site Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Level of Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary level (K-5), Middle Level (6-8), High School Level (9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the following ratios for 2021-2022: Kindergarten (1:18), 1st Grade (1:16), 2nd & 3rd Grade (1:17). 2Capacity Impact: Y/N (number indicates number of potential seats gained or lost.) Priority Ranking Key DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 CENTRAL ELEMENTARY SCHOOL Major Capital Projects Requiring Additional Funding 428 286 1953 CAPACITY IMPACT 2 Option LOW HIGH 1 $100,000 $140,000 N Subtotal $100,000 $140,000 0 Option LOW HIGH 2 $3,306,427 $4,133,034 TBD 3 MEDIA CENTER EXPANSION (upgrades completed without SF expansion in 2018)$757,486 $946,858 N 3 OFFICE EXPANSION $545,390 $627,199 N Subtotal $4,609,303 $5,707,090 TBD Option LOW HIGH 1 $121,198 $151,497 N 1 $325,472 $418,464 N 1 MECHANICAL HVAC EQUIPMENT/ELECTRICAL UPGRADES $2,100,000 $4,700,000 N Subtotal $2,546,670 $5,269,961 0 Option LOW HIGH 1 $151,497 $181,797 N 1 INTERIOR FINISHINGS (VCT, CABINETS, SINKS, RESTROOM UPGRADES, PAINTING, GYM RENOVATIONS) $1,500,000 $3,000,000 1 $348,444 $475,000 N 1 $121,198 $166,647 N 1 $212,096 $257,545 N 1 $139,488 $232,480 N Subtotal $2,472,723 $4,313,469 0 $9,728,696 $15,430,521 TBD 0 Option 1 Option 2 Option 3 School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST SAFETY IMPLEMENT SECURITY RECOMMENDATIONS NEW CONSTRUCTION & BUILDING ADDITIONS CLASSROOM EXPANSION (UNIT PRICES INCLUDE PROJECT COSTS) MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE NEW BOILER ENERGY MANAGEMENT SYSTEM UPGRADE MAJOR BUILDING IMPROVEMENTS FOOD SERVICE RENOVATIONS PRE-K PLAYGROUND SURFACE REPLACEMENT PLAYGROUND FENCE INSTALLATION Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf Repair and long-range improvements that extend a minimum of twenty-five years of additional operation to a facility and meet REVISED DATE: 1/8/20 LIGHTING: ENERGY EFFICIENT LIGHTING UPGRADE NEW EMERGENCY GENERATOR LIGHTING Grand Total (2024 Costs w/increased capacity) Number of mobile units currently on site Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Level of Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary level (K-5), Middle Level (6-8), High School Level (9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the following ratios for 2021-2022: Kindergarten (1:18), 1st Grade (1:16), 2nd & 3rd Grade (1:17). 2Capacity Impact: Y/N (number indicates number of potential seats gained or lost.) Priority Ranking Key Repair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 EFLAND CHEEKS GLOBAL ELEMENTARY S Major Capital Projects Requiring Additional Funding 455 499 1952 CAPACITY IMPACT 2 Option LOW HIGH 1 $100,000 $140,000 N Subtotal $140,000 0 Option LOW HIGH 2 $2,485,502 $2,982,602 126 2 $908,983 $1,045,331 TBD Subtotal $3,394,485 $4,027,933 TBD Option LOW HIGH 3 $318,144 $363,593 N 1 $345,102 $443,702 N 1 $121,198 $151,497 N 1 $48,479 $60,599 N 1 $2,366,411 $2,760,813 N Subtotal $3,199,334 $3,780,204 0 Option LOW HIGH 1 $278,906 $332,385 N 1 $181,797 $206,036 N 1 $357,221 $467,942 N 1 $147,901 $246,501 N Subtotal $965,825 $1,252,864 0 #VALUE!$9,201,001 TBD 0 Option 1 Option 2 Option 3 School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST SAFETY IMPLEMENT SECURITY RECOMMENDATIONS NEW CONSTRUCTION & BUILDING ADDITIONS CLASSROOM EXPANSION PRE-K ADDITION MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE ROOF REPLACEMENT ENERGY MANAGEMENT SYSTEM UPGRADE NEW BOILER NEW COOLING TOWER TOTAL HVAC REPLACEMENT MAJOR BUILDING IMPROVEMENTS FOOD SERVICE RENOVATIONS EXTERIOR RECOMMENDED REPAIRS LIGHTING: ENERGY EFFICIENT LIGHTING UPGRADE NEW EMERGENCY GENERATOR LIGHTING Grand Total (2024 Costs w/increased capacity) Repair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf Repair and long-range improvements that extend a minimum of twenty-five years of additional operation to a facility and meet REVISED DATE: 1/8/2022 Number of mobile units currently on site Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Level of Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary level (K-5), Middle Level (6-8), High School Level (9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the following ratios for 2021-2022: Kindergarten (1:18), 1st Grade (1:16), 2nd & 3rd Grade (1:17). 2Capacity Impact: Y/N (number indicates number of potential seats gained or lost.) Priority Ranking Key DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 GRADY BROWN ELEMENTARY SCHOOL Major Capital Projects Requiring Additional Funding 490 442 1974 CAPACITY IMPACT 2 Option LOW HIGH 1 $100,000 $140,000 N Subtotal $100,000 $140,000 0 Option LOW HIGH 1 $1,181,678 $1,358,930 N Subtotal $1,181,678 $1,358,930 0 Option LOW HIGH 1 $166,647 $212,096 N 1 $48,479 $60,599 N 1 $397,765 $511,412 N 1 $1,702,829 $2,008,853 N Subtotal $2,315,720 $2,792,961 0 Option LOW HIGH 3 $2,461,830 $2,954,196 N 1 PARKING LOT REPAVING AND CANOPY REPAIR $300,000 $600,000 1 $250,000 $600,000 N 1 $202,022 $251,561 N 3 $681,738 $833,235 N 1 $106,048 $136,348 N 1 $170,471 $284,118 N Subtotal $4,172,108 $5,659,457 0 $7,769,507 $9,951,348 0 1 Option 1 Option 2 Option 3 REVISED DATE: 1/8/2022 Number of mobile units currently on site 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Level of Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary level (K-5), Middle Level (6-8), High School Level (9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the following ratios for 2021-2022: Kindergarten (1:18), 1st Grade (1:16), 2nd & 3rd Grade (1:17). 2Capacity Impact: Y/N (number indicates number of potential seats gained or lost.) Priority Ranking Key Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. Grand Total (2024 Costs w/increased capacity) Repair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf Repair and long-range improvements that extend a minimum of twenty-five years of additional operation to a facility and meet HAZARDOUS MATERIALS REMOVAL FOOD SERVICE RENOVATIONS MOVE FRONT PLAYGROUNG/NEW PARKING/QUEUE LINE LIGHTING: ENERGY EFFICIENT LIGHTING UPGRADE NEW EMERGENCY GENERATOR LIGHTING NEW ENERGY MANAGEMENT SYSTEM MECHANICAL HVAC UPGRADE MAJOR BUILDING IMPROVEMENTS MEDIA CENTER/TEACHER SUPPORT RENOVATIONS MAIN ENTRANCE ADDITION MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE BOILER UPGRADES NEW COOLING TOWER SAFETY IMPLEMENT SECURITY RECOMMENDATIONS NEW CONSTRUCTION & BUILDING ADDITIONS School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 GRAVELLY HILL MIDDLE SCHOOL Major Capital Projects Requiring Additional Funding 700 468 2006 CAPACITY IMPACT 2 Option LOW HIGH 1 $199,976 $222,701 N Subtotal $199,976 $222,701 0 Option LOW HIGH Subtotal $0 $0 0 Option LOW HIGH 1 $242,396 $302,994 N 1 $605,989 $757,486 N 1 $1,042,301 $1,472,553 N Subtotal $1,890,685 $2,533,034 0 Option LOW HIGH 3 $90,000 $180,000 N 1 $60,599 $75,749 N 1 PAVING/SIDEWALK REPAIR; PAVE REAR GRAVEL LOT $502,994 $840,994 N 1 $151,497 $196,946 N 1 $26,815 $40,904 N Subtotal $831,905 $1,334,593 0 $2,922,567 $4,090,328 0 0 Option 1 Option 2 Option 3 Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf Repair and long-range improvements that extend a minimum of twenty-five years of additional operation to a facility and meet REVISED DATE: 1/8/2022 STORMDRAIN BMP REFURBISHING AND TOPSOIL/SEEDING LIGHTING: AUDITORIUM ENERGY EFFICIENT LIGHTING UPGRADE Grand Total (2024 Costs w/increased capacity) Number of mobile units currently on site Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Level of Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary level (K-5), Middle Level (6-8), High School Level (9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the following ratios for 2021-2022: Kindergarten (1:18), 1st Grade (1:16), 2nd & 3rd Grade (1:17). 2Capacity Impact: Y/N (number indicates number of potential seats gained or lost.) Priority Ranking KeyRepair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) NEW HVAC COMPONENTS (DOAS, AHU, FCU) MAJOR BUILDING IMPROVEMENTS INTERIOR RENOVATIONS: UPGRADE SCIENCE CLASSROOMS TO DPI STANDARDS NEW GENERATOR MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE NEW BOILER NEW CHILLER SAFETY IMPLEMENT SECURITY RECOMMENDATIONS NEW CONSTRUCTION & BUILDING ADDITIONS School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 HILLSBOROUGH ELEMENTARY SCHOOL Major Capital Projects Requiring Additional Funding 420 444 1952 CAPACITY IMPACT 2 Option LOW HIGH 1 $143,922 $186,948 N Subtotal $143,922 $186,948 0 Option LOW HIGH 2 $22,500,000 $26,848,000 TBD Subtotal $22,500,000 $26,848,000 TBD Option LOW HIGH 1 $1,735,837 $2,433,176 N 1 $386,397 $496,796 N 1 $1,800,000 $2,300,000 N Subtotal $3,922,234 $5,229,972 0 Option LOW HIGH 1 $2,500,000 $3,500,000 N 1 $545,390 $621,139 N 1 $340,869 $393,893 N 1 $525,492 $618,987 N 1 $209,596 $281,709 N 1 $331,197 $386,397 N 1 $165,708 $275,998 N Subtotal $4,618,253 $6,078,122 0 $31,184,409 $38,343,042 TBD 2 $28,000,000 $32,000,000 TBD Option 1 Option 2 Option 3 School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST SAFETY IMPLEMENT SECURITY RECOMMENDATIONS NEW CONSTRUCTION & BUILDING ADDITIONS REPLACE BUILDING 100 MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE NEW HVAC SYSTEM ENERGY MANAGEMENT SYSTEM UPGRADE ROOF REPLACEMENT (BLDG 200/300/100/LC) MAJOR BUILDING IMPROVEMENTS BUILDING CONNECTORS OUTDOOR UPGRADE SEWER LINE REPAIR HAZARDOUS MATERIAL REMOVAL FOOD SERVICE RENOVATIONS LIGHTING: ENERGY EFFICIENT LIGHTING UPGRADE NEW EMERGENCY GENERATOR LIGHTING Grand Total (2024 Costs w/increased capacity) Repair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf and/or meet future capacity needs and the Orange County School Building Standards of 585 students for elementary schools. Repair and long-range improvements that extend a minimum of twenty-five years of additional operation to a facility and meet future capaicty needs or capacity standards of 637 students for elementary schools. REVISED DATE: 1/8/2022 OPTION: REMOVE 100,200 AND 300 BUILDINGS AND REPLACE WITH NEW BUILDING BUILT TO NCDPI SPECIFICATIONS Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Level of Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary level (K-5), Middle Level (6-8), High School Level (9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the following ratios for 2021-2022: Kindergarten (1:18), 1st Grade (1:16), 2nd & 3rd Grade (1:17). 2Capacity Impact: Y/N (number indicates number of potential seats gained or lost.) Priority Ranking Key DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 NEW HOPE ELEMENTARY SCHOOL Major Capital Projects Requiring Additional Funding 526 579 1991 CAPACITY IMPACT 2 Option LOW HIGH 1 $100,000.00 $140,000.00 N Subtotal $100,000.00 $140,000.00 0 Option LOW HIGH Subtotal $0.00 $0.00 0 Option LOW HIGH 1 $1,727,825.97 $2,351,237.09 N 1 $531,109.92 $682,855.61 N Subtotal $2,258,935.88 $3,034,092.70 0 Option LOW HIGH 1 $18,937.15 $26,057.52 N 1 $340,868.78 $378,743.09 N 1 $409,669.73 $515,835.97 N 1 $227,618.54 $379,364.23 N Subtotal $997,094.20 $1,300,000.81 0 $3,356,030.09 $4,474,093.50 0 2 Option 1 Option 2 Option 3 Repair and long-range improvements that extend a minimum of twenty-five years of additional operation to a facility and meet REVISED DATE: 1/8/2022 NEW EMERGENCY GENERATOR LIGHTING Grand Total (2024 Costs w/increased capacity) Number of mobile units currently on site Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Level of Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary level (K-5), Middle Level (6-8), High School Level (9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the following ratios for 2021-2022: Kindergarten (1:18), 1st Grade (1:16), 2nd & 3rd Grade (1:17). 2Capacity Impact: Y/N (number indicates number of potential seats gained or lost.) Priority Ranking KeyRepair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf MAJOR BUILDING IMPROVEMENTS FOOD SERVICE RENOVATIONS HAZARDOUS MATERIAL REMOVAL: CARPET AND MASTIC LIGHTING: ENERGY EFFICIENT LIGHTING UPGRADE MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE NEW HVAC SYSTEM ENERGY MANAGEMENT SYSTEM UPGRADE SAFETY IMPLEMENT SECURITY RECOMMENDATIONS NEW CONSTRUCTION & BUILDING ADDITIONS School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE HIGH SCHOOL Major Capital Projects Requiring Additional Funding 1,399 1,296 1962 CAPACITY IMPACT 2 Option LOW HIGH 1 $524,180 $975,000 N Subtotal $524,180 $975,000 0 Option LOW HIGH 3 $4,393,420 $5,491,775 TBD Subtotal $4,393,420 $5,491,775 TBD Option LOW HIGH 1 ROOF REPLACEMENTS (400/AUX GYM)$350,000 $525,000 N 1 $121,198 $151,497 N 1 $1,132,112 $1,455,572 N 1 $1,375,595 $1,790,697 N Subtotal $2,978,904 $3,922,766 0 Option LOW HIGH 1 $266,938 $348,065 N 1 $1,363,475 $1,666,470 N 1 $699,917 $769,606 N 1 $143,922 $159,072 N 1 $1,222,252 $1,584,344 N 1 $485,191 $808,651 N Subtotal $4,181,696 $5,336,208 0 $12,078,201 $15,725,749 TBD 8 Option 1 Option 2 Option 3 Grand Total (2024 Costs w/increased capacity) Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf Repair and long-range improvements that extend a minimum of twenty-five years of additional operation to a facility and meet REVISED DATE: 1/8/2022 Number of mobile units currently on site Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Level of Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary level (K-5), Middle Level (6-8), High School Level (9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the following ratios for 2021-2022: Kindergarten (1:18), 1st Grade (1:16), 2nd & 3rd Grade (1:17). 2Capacity Impact: Y/N (number indicates number of potential seats gained or lost.) Priority Ranking KeyRepair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) INTERIOR RENOVATIONS: NON-ACCESSIBLE GROUP RESTROOMS INTERIOR RENOVATIONS: WOOD GYM FLOORS REFURBISH LIGHTING: ENERGY EFFICIENT LIGHTING UPGRADE NEW EMERGENCY GENERATOR LIGHTING ELECTRICAL SYSTEMS UGRADE MAJOR BUILDING IMPROVEMENTS FOOD SERVICE RENOVATIONS BACK DRIVEWAY REPAIR REPLACE WORKFORCE DEVELOPMENT BUILDING MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE NEW BOILER- FIELD HOUSE ENERGY MANAGEMENT SYSTEM UPGRADE SAFETY IMPLEMENT SECURITY RECOMMENDATIONS NEW CONSTRUCTION & BUILDING ADDITIONS School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE MIDDLE SCHOOL Major Capital Projects Requiring Additional Funding 726 642 1968 CAPACITY IMPACT 2 Option LOW HIGH 1 $162,102 $184,827 N Subtotal $162,102 $184,827 0 Option LOW HIGH Subtotal $0 $0 0 Option LOW HIGH 1 $242,396 $302,994 N 1 $393,893 $454,492 N 1 $1,060,481 $1,151,379 N Subtotal $1,696,769 $1,908,865 0 Option LOW HIGH 1 $1,724,039 $1,896,745 N 1 $268,908 $309,736 N 1 $325,719 $356,019 N 1 $655,066 $859,542 N 1 $270,354 $450,318 N Subtotal $3,244,086 $3,872,360 0 $5,102,957 $5,966,052 0 0 Option 1 Option 2 Option 3 School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST SAFETY IMPLEMENT SECURITY RECOMMENDATIONS NEW CONSTRUCTION & BUILDING ADDITIONS MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE NEW BOILER NEW CHILLER REPLACE ALL AIR HANDLERS MAJOR BUILDING IMPROVEMENTS REPLACE CANOPIES CAMPUS-WIDE FOOD SERVICE RENOVATIONS INTERIOR RENOVATIONS: UPGRADE SCIENCE CLASSROOMS TO DPI STANDARDS LIGHTING: ENERGY EFFICIENT LIGHTING UPGRADE NEW EMERGENCY GENERATOR LIGHTING Grand Total (2024 Costs w/increased capacity) Number of mobile units currently on site Repair and long-range improvements that extend a minimum of twenty-five years of additional operation to a facility and meet REVISED DATE: 1/8/2022 Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Level of Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary level (K-5), Middle Level (6-8), High School Level (9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the following ratios for 2021-2022: Kindergarten (1:18), 1st Grade (1:16), 2nd & 3rd Grade (1:17). 2Capacity Impact: Y/N (number indicates number of potential seats gained or lost.) Priority Ranking KeyRepair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 PARTNERSHIP ACADEMY Major Capital Projects Requiring Additional Funding 40 34 2006 CAPACITY IMPACT 2 Option LOW HIGH 1 $39,389.28 $48,479.12 N Subtotal $39,389.28 $48,479.12 0 Option LOW HIGH 1 $1,200,000.00 $2,500,000.00 Subtotal $1,200,000.00 $2,500,000.00 0 Option LOW HIGH 1 $38,480.30 $45,449.17 N Subtotal $38,480.30 $45,449.17 0 Option LOW HIGH 1 EXTERIOR DRAINAGE WORK (CURRENT LOCATION)$45,449.17 $68,173.76 N 1 $4,847.91 $9,695.82 N Subtotal $50,297.08 $77,869.58 0 $1,328,166.66 $2,671,797.86 0 0 Option 1 Option 2 Option 3 School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST SAFETY IMPLEMENT SECURITY RECOMMENDATIONS (CURRENT LOCATION) NEW CONSTRUCTION & BUILDING ADDITIONS RELOCATION WELCOME CENTER WITH ADMIN AND CAFÉ ADDITION MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE HVAC SYSTEM REPLACEMENTS (CURRENT LOCATION) MAJOR BUILDING IMPROVEMENTS LIGHTING: EXTERIOR LIGHTING UPGRADE (CURRENT LOCATION) Grand Total (2024 Costs w/increased capacity) Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf Repair and long-range improvements that extend a minimum of twenty-five years of additional operation to a facility and meet REVISED DATE: 1/8/2022 Number of mobile units currently on site Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Level of Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary level (K-5), Middle Level (6-8), High School Level (9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the following ratios for 2021-2022: Kindergarten (1:18), 1st Grade (1:16), 2nd & 3rd Grade (1:17). 2Capacity Impact: Y/N (number indicates number of potential seats gained or lost.) Priority Ranking Key Repair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 PATHWAYS ELEMENTARY SCHOOL Major Capital Projects Requiring Additional Funding 540 381 2000 CAPACITY IMPACT 2 Option LOW HIGH 1 $100,000 $140,000 N Subtotal $100,000 $140,000 0 Option LOW HIGH Subtotal $0 $0 0 Option LOW HIGH 1 $242,396 $302,994 N 1 $605,989 $757,486 N 1 MECHANICAL HVAC EQUIPMENT $714,309 $1,054,421 N 1 $323,000 $452,200 N Subtotal $1,885,694 $2,567,101 0 Option LOW HIGH 1 $7,120 $10,605 N 1 PARKING LOT EXPANSION $252,000 $310,000 N 1 $193,800 $323,000 N Subtotal $452,920 $643,604 0 $2,438,614 $3,350,705 0 0 Option 1 Option 2 Option 3 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Level of Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary level (K-5), Middle Level (6-8), High School Level (9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the 2Capacity Impact: Y/N (number indicates number of potential seats gained or lost.) Grand Total (2024 Costs w/increased capacity) Number of mobile units currently on site Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. Priority Ranking KeyRepair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf Repair and long-range improvements that extend a minimum of twenty-five years of additional operation to a facility and meet REVISED DATE: 1/8/2022 MAJOR BUILDING IMPROVEMENTS FOOD SERVICE RENOVATIONS NEW EMERGENCY GENERATOR LIGHTING MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE NEW BOILER NEW CHILLER ENERGY MANAGEMENT SYSTEM UPGRADE SAFETY IMPLEMENT SECURITY RECOMMENDATIONS NEW CONSTRUCTION & BUILDING ADDITIONS School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 River Park Elementary School Major Capital Projects Requiring Additional Funding 502 601 1956 CAPACITY IMPACT 2 Option LOW HIGH 1 $100,000 $140,000 N Subtotal $100,000 $140,000 0 Option LOW HIGH 2 $4,999,409 $5,732,655 Y 2 $6,665,878 $8,332,348 Y 3 $587,052 $733,815 N 3 $2,670,139 $3,076,000 N 3 $348,444 $401,407 N Subtotal $15,270,921 $18,276,225 TBD Option LOW HIGH 1 $242,396 $302,994 N 1 HVAC MECHANICAL UPGRADES (CLASSROOM WINGS)$439,000 $939,000 3 $375,474 $482,752 N Subtotal $1,056,869 $1,724,746 0 Option LOW HIGH 1 $370,326 $510,437 N 1 $160,917 $268,196 N Subtotal $531,243 $778,632 150 $16,959,034 $20,919,604 TBD 2 3Annual inflaitonary construction cost increased is calculated at 6% Option 1 Option 2 Option 3 School Capacity1 SAPFO CAPACITY MEMBERSHIP COUNT AGE OF SCHOOL/BUILDINGS PROJECT PRIORITY & CATEGORY ESTIMATED RANGE OF COST SAFETY IMPLEMENT SECURITY RECOMMENDATIONS NEW CONSTRUCTION & BUILDING ADDITIONS RENOVATE/EXPAND EXISTING 2-4 WING DECONSTRUCT/EXPAND EXISTING 4-5 WING NEW CONNECTOR RENOVATE EXISTING K-1 WING RENOVATE EXISTING OFFICE SUITE MAJOR SYSTEMS RECOMMENDED FOR REPLACEMENT WITH <10 YEARS OF USABLE LIFE NEW BOILER ENERGY MANAGEMENT SYSTEM UPGRADE MAJOR BUILDING IMPROVEMENTS LIGHTING: ENERGY EFFICIENT LIGHTING UPGRADE NEW EMERGENCY GENERATOR LIGHTING Grand Total3 (2024 cost estimate): Number of classrooms below DPI minimum sf: TBD Number of mobile Repair and long-range improvements that extend a minimum of twenty-five years of additional operation to a facility and meet REVISED DATE: 1/8/2022 Note: The above cost estimates include major projects that were identified in the 2013-2014 Schools Comprehensive Facilities Assessment as well as projects that have been identified since that study. None of the projects listed have been fully funded. 1 School Capacity: Orange County NC Schools Adequate Public Facilities Ordinance (SAPFO). Annual membership count November 15, 2019. Level of Service (LOS) means the amount (level) of students that can be accommodated (serviced) at certain school system grade group. [i.e., Elementary level (K-5), Middle Level (6-8), High School Level (9-12)] Standards for LOS: Elementary 105%, Middle 107%, High School 110%. Source: Orange County NC SAPFO Annual Report. Class size reduction phase-in based on House Bill 90 (SL 2017). Allotment and average class size in grades K-3 shall be at the following ratios for 2021-2022: Kindergarten (1:18), 1st Grade (1:16), 2nd & 3rd Grade (1:17). 2Capacity Impact: Y/N (number indicates number of potential seats gained or lost.) Priority Ranking Key Repair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintaince and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Andre’ Stewart and Eric Allen Joint Taskforce Facilities Report Date DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 2 Aging Structures CHCCS has 9 structures that CHCCS has 9 structures that are 50 years or older. Carrboro ES (1957) Glenwood ES (1952) Estes Hills ES (1958) Seawell ES (1969) Culbreth MS (1969) Phillips MS (1962) FP Graham ES (1963) Ephesus ES (1972) Lincoln Center (1950) Our newer structures range between 10 and 30 years old. McDougle MS McDougle ES East CHHS Scroggs ES Smith MS Rashkis ES Carrboro HS Morris Grove ES Phoenix Academy Northside ES 8 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 3 Options for Structure Renovation or Replacement Option One Repair, replacement or renovation of items, components or systems that are important to the health and safety of the students and staff and to sustain the overall operation of the facility. General maintenance and system service life upgrades. (state building code violations, health department violations, handicapped accessibility issues, removal of hazardous material, security issues not being met by current systems) Option Two Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf and/or meet future capacity needs and the Orange County School Building Standards of 585 students for elementary schools. (OC standard at 585 currently: New standard =517 with class size changes) INTERIOR RENOVATIONS BUILDING ADDITION AND SITE IMPROVEMENT MECHANICAL SYSTEM UPGRADES MAJOR BUILDING IMPROVEMENTS Option 3 Repair and renovation of long-range items that also bring the class size square footage of elementary classrooms to 1,200 sf and/or meet future capacity needs and the Orange County School Building Standards of 637 students for elementary schools. Utilize sustainable approaches to extend building life while reducing overall maintenance and operation costs. (DPI building size old standard= 700 students/ new standard with class size changes =637 students) DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 4 Estimated Renovation Cost Structures with Option 1 & 3 School Name Option 1 (cost est. 2024) cost range Option 3 (cost est. 2024) cost range Carrboro Elementary School $12.3 - $15.7 million $31.5 - $40.7 million Estes Hills Elementary School $5.2 - $6.9 million $34.9 - $45.1 million Ephesus Elementary School $5.6 - $7.3 million $35.6 - $44.4 million Structures with Option 1 School Name Option 1 (cost est. 2024) cost range Glenwood Elementary School $5 - $6.4 million Frank Porter Graham Elementary School $5 - $6.2 million Seawell Elementary School $6 - $7.5 million Phillips Middle School $8.5 - $10.6 million Culbreth Middle School $10 - $12.9 million Lincoln Center $44.5 - $46.9 million DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 5 Ways in which other counties fund Renovation/Reconstruction Bonds Sales Tax DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group February 16, 2022 Meeting – 8:30-10am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on February 16, 2022. Members of the Group will be participating in the meeting remotely. 1. Welcome – Commissioner Jean Hamilton, Chair of Work Group 2. Review School Facilities Definitions (Orange County Finance staff) a. Capital Project b. Maintenance c. Deferred Maintenance d. Recurring Capital e. Operating Costs 3. Current (FY22-23) School Facilities Planning and Budgeting Process (OCS and CHCCS staff) a. Explain how facility needs are planned, and how they are submitted to the county in capital and operating budgets. b. Preview of 2022-23 Capital budgets that are currently under development. c. How are capital and maintenance projects prioritized? d. What needs are excluded from the capital budget request? e. For longer term planning, what if we had a CIP with details for 10 years? 4. Discussion and Next Steps 5. Next Meeting is Wednesday, March 16, 2022 Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: Capital Needs Workgroup Registration Link DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on February 14, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group February 16, 2022 Meeting – 8:30-10am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on February 16, 2022. Members of the Group will be participating in the meeting remotely. Panelist Attendees: Jean Hamilton, Bonnie Hauser, Andre’ Stewart, Carrie Doyle, Dr. Nyah Hamlett, Eric Allen, Greg Wilder, Jonathan Scott, Patrick Abele, Rani Dasi, Renee Price, Rhonda Rath, Steve Arndt, Rebecca Crawford, Kirk Vaughn Public Attendee: Kari Hamel 1. Welcome – Commissioner Jean Hamilton, Chair of Work Group a. Jean asked if we needed to open the meeting with a motion but the group determined that wasn’t necessary for a workgroup b. Jean reviewed the agenda and requested that the definition section last no longer than 20 minutes. c. Jean requested no introductions but that if you are presenting to share your name first for those viewing. d. Jean requested that you submit your slides from previous meetings to Rebecca to share with the group. 2. Review School Facilities Definitions (Orange County Finance staff) a. Capital Project b. Maintenance c. Deferred Maintenance d. Recurring Capital e. Operating Costs • Notes: Gary Donaldson shared that the Orange County Finance staff shared this presentation ahead of time for all to review and proceeded to define the items listed on the agenda through PowerPoint slides. • Gary clarified that some operating costs can be debt financed as approved by the Local Government Commission such as those related to architectural design, engineering, and project management related to capital expenditures DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 o LGC wants to prevent a change in scope such that we don’t finance soft costs and then don’t follow through with the related construction/capital project o Operating Cost Impacts are projected to understand the impact of capital projects to our operating budget  Ex: Southern Branch Library staff, utilities, etc. • Patrick shared that SAPFO frequently discusses how to fund future growth and renovations of schools • Bonnie requested that we review the Finance definitions from the school usage perspective o Are computers considered capital equipment? Gary shared that we have financed them in the past • Bonnie shared that she still has questions about deferred maintenance. District CFOs had no comments. Bonnie asked why are maintenance items deferred rather than being funded and pursued? Requested that we discuss further when we talk about specific priorities. • Jean commented that she wondered when we get caught-up? What are the actual costs to do everything and how do we do know the funding gap so we can catch up? • Jean asked about the definition of recurring capital vs capital asset – are they the same? o Gary clarified they are different and have different useful life  Recurring capital items that are debt financed always match the useful life of the assets with the bond principal amortization schedule.  The County delineates recurring capital items separate from longer term projects in its NC Local Government Commission application.  Ex: vertical building = capital asset but the furniture inside is recurring capital (shorter useful life)  The county would like to shift towards using more PAYGO funding for recurring capital rather than financing o Would like to have a better idea of school needs and then figure out how to finance • Bonnie asked if ongoing maintenance staff are considered operating or capital? o Gary shared they should be operating. If you hire a project manager for a specific capital project, that could be financed as a part of the construction cost o Bonnie shared that if we aren’t making improvements that are needed, it will overinflate our operating budget causing more needs for handymen to fix ongoing DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 problems. Could that be a savings if we did the renovations in the capital budget?  Patrick responded that is an issue, especially when you’re operating older buildings. More costly to keep older systems up and running. Harder to replace – have to bring other systems up to code at the same time.  Agrees with Gary that we should try to shift recurring capital off of debt financing so we have as much flexibility as possible about how to use those funds • The restrictions cause a burden on schools and parents, especially athletics for paint, grass seed, etc., which don’t meet the definition for debt financing and have to be covered in school budgets  Eric shared that utility usage also contributes to higher operating costs – the longer you use a system, the more costly it is to run vs replace 3. Current (FY22-23) School Facilities Planning and Budgeting Process (OCS and CHCCS staff) a. Explain how facility needs are planned, and how they are submitted to the county in capital and operating budgets. i. OCS 1. Patrick shared there is no formal presentation but in the past planning is done through county CIP a. We are aligning to a new format for a 10 year plan so everyone looks at the same format and will be helpful for ongoing meetings with county staff and both systems b. Use reports to divide up categories and then analyze projects from there i. Roof systems, windows, etc. that impact operating costs (mechanical systems such as HVAC, boilers, chillers, fire alarm systems, etc.), sustainability projects, learning environments (need adequate furnishings, bathrooms, learning equipment) ii. Do assessments, then review available funding both from system and from county DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ii. CHCCS 1. Andre’ and Eric shared a PowerPoint presentation a. Partner with Mosley Architects for facility needs study i. Have 9 older buildings and continuously have to band aid systems ii. Eric echoed that failing older units are definitely an issue – there is a point where a system is costing more to fix than to replace 1. Andre’ shared that is also true of roofing projects b. Preview of 2022-23 Capital budgets that are currently under development. i. CHCCS 1. Athletic field upgrades, abatement projects, building improvements, electrical/lighting and HVAC upgrades, roofing and pavement, security upgrades, technology upgrades ii. OCS 1. Completing HVAC renovation projects, Elfand Cheeks, River Park, Stanback, Grady Brown, Hillsborough (mechanical plus projects – upgrade classrooms and buildings when go in to replace HVAC such as flooring, lighting, ceiling tiles, bathrooms, etc. since they will be impacted by the mechanical system replacements) a. No swing space in OCS – renovations can’t necessarily be completed over the summer any more (buildings are in use, not enough time) so have to bring in mobile units for swing space for students during times of renovations while school is in session c. How are capital and maintenance projects prioritized? i. CHCCS – Andre’ 1. Use Facility Condition Assessment and FCI to determine the prioritization and order of projects to be taken on – structural safety and sustainability come first ii. OCS - Patrick 1. Don’t have a sustainability coordinator but will be looking into it DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 2. Would like to use FCI to prioritize and help with feasibility and planning d. What needs are excluded from the capital budget request? i. CHCCS – Andre’ 1. New school construction, swing space needed during renovations not included in request ii. OCS - Patrick 1. School growth from west (Mebane) – difficult to project increases e. For longer term planning, what if we had a CIP with details for 10 years? i. CHCCS 1. Have shifted to 10 year framework and submitted request to county ii. Note from Orange County Manager and Finance: It is critical to have detail in years 6 through 10 of the 10 year CIP in order to best understand the implications on debt service and predict next bond issuance. 4. Discussion and Next Steps a. Jean: i. Example of template used for submitting CIP requests to county ii. If there were no funding limits what would that look like? 1. Patrick and Andre’ shared that if funding wasn’t a limit, would build new schools rather than renovate old schools (would still need swing space to house students while build and demolish older buildings) a. Eric shared that he would engage with Green Tract site to build a new elementary site, land next to Morris Grove for more swing space for Phillips Middle school to start renovate it, and start working on more renovations at other middle schools iii. Could we construct the “aspirational” CIP so we can talk about how could we make it work and look at the priorities countywide? 1. BOCC will hear the long term financial plan presentation and debt model this Thursday evening so this is good timing b. Bonnie: i. Loves the idea of an aspirational CIP. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ii. Would like to review the idea of standards. Are our useful life standards of buildings too long? How do we build schools cheaper like Eno River Academy and make that consistent across the school district? iii. Can we do maintenance across campuses? Is it currently done at the same time or should we do it that way for economies? c. Renee: Both school systems have told us previously what they need but the funding isn’t there. Mandates coming from the state have been hard i. Schools and BOCC have had goals with the bonds, but then weather catastrophes and cost increases came up and we had to re-prioritize, The same with state mandated class sizes. 1. Definitely should look at needs but be prepared for things to derail that are unanticipated 2. How can we plan these together? Especially since the state won’t give us our lottery money. d. Carrie: i. When we do delay replacing school buildings, we do lose ADM when kids go to charter schools and private schools and then lose funding e. Rani: i. It’s important that we consider the elements of the plan and the funding elements. Renee is right that there are local funding limitations but maybe we can all advocate for more funding on the state level 1. State has a surplus of excess revenue receipts 2. Likes the idea of the aspirational plan to work towards while advocating for other funding from the state f. Renee: i. Do you still have your list of capital needs from the last bond? That might help as a starting point 1. Patrick: those are the mechanical projects that we’re working on – larger parts are complete and additional funding from the county will be used against escalating costs from the pandemic a. The only project not funded, was the joint transportation facility. Everything else the district intended to fund will be funded with the bond $ 2. Eric: Have the 2013/2014 Facility Commission report – what could do/have to do/like to do a. Updated in 2018 and in the process now to update the last version DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 b. CHCCS will use that to create the aspirational list, especially for Lincoln Center and Transportation building (erosion problems) 3. Rani: a. Basic needs vs aspirational b. Walked through an older school yesterday and was very apparent how much better it would be to rebuild it vs renovating i. Still constrained by time and energy even if had money g. Bonnie i. Our building and construction standards are too outdated and don’t match between the two districts 1. Eric asked if Bonnie was referring to joint design standards between both districts? Could draft them but would be up to boards to review and approve a. DPI standards vs Orange County building standards ii. It takes too long to get projects completed iii. Need to take weather conditions into account, too h. Jean – Next agenda: i. Discuss difference between OC standards and DPI design standards? 1. Implications on costs? ii. Joint bidding/shared contractors for projects across both districts 1. Implications on costs? iii. Outsourcing of maintenance for assets iv. Someone to present on best practices for construction, design, and maintenance standards i. Patrick i. Could they have longer than a month – lots of topics discussed ii. Eric said he could reach out to experts to come back and present about construction standards but would need longer than a month (the group agreed upon May as the target date for the subject matter expert to share information) 1. The group agreed this would be helpful j. Jean i. When could we get a spreadsheet with the “aspirational” CIP? To be kept in mind when making decisions about funding? DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 k. Bonnie – it’s hard to imagine doing aspirational or the next round of bond funding before we have design standards l. Rani isn’t sure that it’s going to change the scale of the needs and the first priorities may need to be to create the list and then break down how we confront each need i. The CHCCS needs assessment is underway and that will help determine needs. Will be completed in April and it may be June at the earliest before can put together the list. m. Jean – both districts may not want to have the same standards so we can’t let that slow down the work that needs to be done i. Ok if we have to delay if we need the time to do it right and be prepared for the future n. Renee – reminded the group about SAPFO and the implications of Pre-K, which is not included in SAPFO numbers i. Providing universal Pre-K may need to be added and ask Planning staff to redo formula to anticipate that o. Carrie – agree with Renee, we really need to integrate Pre-K, was discussed pre-COVID i. At what time do we need to garner stakeholder input for this? ii. Jean responded that she see that coming from the boards – recommendations will go to the boards for their review then p. Bonnie – standards are important to her because they would change the urgency for replacing schools and accelerate renovations if we have a plan i. Not having standards is harming our efficiency and not working ii. Would like to see maintenance timelines standards that we should use q. Jean – Draft timeline i. March - talk about SAPFO – understand what is SAPFO, how it limits and impacts our decisions 1. Gary shared we could coordinate with Planning Office (Ashley Moncado) 2. How we move forward with funding advocacy ii. April – no meeting iii. May – plan to discuss standards and having a subject matter expert (Eric volunteered to contact a Subject Matter Expert) to share about industry standards, standards for design, efficiencies in contracting and maintenance iv. June/July – have aspirational CIP drafted for review 5. Next Meeting is Wednesday, March 16, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: Capital Needs Workgroup Registration Link After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on February 14, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 School Capital Needs Work Group Terms and Definitions Prepared by Department of Finance February 16, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Capital Asset and Capital Project Capital Asset -An item with a value exceeding $5,000 and a useful life of one year or greater; includes motor vehicles, furniture, fixtures and equipment. Capital Project -A project with an estimated cost exceeding $100,000 or more and useful life exceeding ten years or greater. Capital projects include the construction, purchase, or major renovation of buildings, parks, utility systems, or other structures and sites; and purchase of land and major landscaping projects. Source -Page 375 of the FY 21-22 Commissioner Approved Budget – the preface to the CIP document. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Maintenance & Deferred Maintenance Maintenance –Regular repair to county and school assets, such as HVACs, Fire Alarm Systems, Roofs, and Electrical systems. To maintain and extend the useful lives of these assets. Deferred Maintenance –Supplemental Funding provided by the county to fund the backlog of school maintenance needs. In FY 2020-21, the County funded $30 million over 3 years to the school systems to expedite the list of deferred maintenance projects. Extended to 4 years at school request. Source –School deferred maintenance projects are found on pages 462 and 479 of the FY 21-22 Commissioner Approved Budget. Similar county maintenance projects can be found on page 389-391 for Facility Safety, 392-393 for HVACs, and 405-406 for Roofs. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Deferred Maintenance DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Deferred Maintenance DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Recurring Capital Recurring Capital -Recurring capital outlay funding supports Category I (facility improvements), Category II (equipment and furnishings), and Category III (vehicles and bus purchases) expenditures. The equal per pupil allocations required by law for current expense appropriations are not applicable to this category of local school funding. However, Orange County splits $3 million between the school districts by current ADM. Source –Definition found on 332 of the FY 21-22 Commissioner Approved Budget –the education section of the budget. Project pages found on 471 and 482. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Recurring Capital DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Recurring Capital DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Operating Cost Operating Cost –Per the NC Local Government Commission and U.S. Public Finance laws. A limited amount of operating costs tied to capital projects can be capitalized. These specific operating costs are generally restricted to architecture design, engineering and project management costs related to the capital expenditures being debt financed. The majority of County staff costs to manage the capital projects are funded with operating revenues. Education operating costs are provided by the County through the current expense appropriation. The current expense is funded through taxes and is the primary funding source for capital staff requirements. Source –The Education funding section of the FY 2021-22 Commissioner Approved Budget begins at page 329. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Operating Cost Impact Operating Impact –The estimated impact of completing a project on the county’s operating budget in upcoming years. Estimated operating impacts are included in the Long Term Financial Model to better anticipate upcoming budget costs. Source –Examples of operating impact in the FY 2021-22 Commissioner Approved budget: Page 399 –The cost to staff and operate the Orange County Southern Branch Library. Page 412 –The annual subscription costs for IT software in the IT Governance Council Initiatives. Page 445 –the revenue generated by enclosing the field house for the Sportsplex. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 County Example: Operating Cost Impact –Southern Branch Library Example DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 QUESTIONS DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 February 16, 2022 Presented by: Andre’ Stewart and Eric Allen CHCCS CIP for the Facilities Work Group Date DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 222 Text Explain how facility needs are planned, and how they are submitted to the county in capital and operating budgets. Our process begins as a part of the budget process in conjunction with principal and operational department considerations. We analyze the facilities assessments and index to prioritize projects. Question One DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 333 Text Preview of 2022-23 Capital budgets that are currently under development.  •Athletic field upgrades at CHS •Abatement Projects •Building Improvements •Electrical, lighting and HVAC upgrades •Roofing and pavement •Security upgrades •Technology upgrades Question Two DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 444 Text How are capital and maintenance projects prioritized? After collaborating with our outside partners, the prioritization is made by the Facility Condition Assessment and FCI (facilities condition index) on the order of projects. Structural safety and sustainability are taken into account. Question Three DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 555 Text What needs are excluded from the capital budget request? New school construction Question Four DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 666 Text For longer term planning, what if we had a CIP with details for 10 years? Our plan has been developed on the ten year cycle. Question Five DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group March 16, 2022 Meeting – 8:30-10am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on March 16, 2022. Members of the Group will be participating in the meeting remotely. 1. Welcome – Commissioner Jean Hamilton, Chair of Work Group 2. Orange County Schools Adequate Public Facilities Ordinance (SAPFO) Discussion – Craig Benedict, Orange County Planning and Inspections a. Delayed – Please send Rebecca any questions you have about SAPFO 3. School Funding Advocacy 4. Discussion and Next Steps 5. Next Meeting is Wednesday, May 18, 2022 Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: Capital Needs Workgroup Registration Link After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on March 14, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Mar 16, 2022 | Capital Needs Work Group Attendees: OC: Renee Price, Jean Hamilton, Gary Donaldson, Rebecca Crawford, Kirk Vaughn, Alan Dorman, and Greg Wilder OCS: Carrie Doyle, Bonnie Hauser, Dr. Monique Felder, Rhonda Rath, Catherine Mau, and Nick Mincey CHCCS: Rani Dasi, Jilllian Laserna, Dr. Nyah Hamlett, Eric Allen, Andre Stewart, and Jonathan Scott Notes: 1. Welcome – Commissioner Jean Hamilton, Chair of Work Group 2. Orange County Schools Adequate Public Facilities Ordinance (SAPFO) Discussion – Craig Benedict, Orange County Planning and Inspections Skipped due to County staff scheduling conflict. 3. School Funding Advocacy Rani Dasi suggested a collaboration in advocacy between the County and School Districts with the State. Engaging the community in the form of a campaign. Engaging State organizations. Lobby the State for lottery funds and an additional State bond. Bonnie Hauser asked if the County raised taxes could they be earmarked for the schools capital needs exclusively? Schools need a recurring revenue stream for capital needs. What is happening with the light rail funds? Gary Donaldson advised they are for public transportation and administered by Go Triangle. Rani Dasi asked Gary Donaldson about the timing of the next school bond. Opportunity for $120 million in fiscal year 2027. There is another opportunity for limited obligation bonds prior to ($30 million 2024) Rene Price advised the County does not earmark funds on tax rate increases. Jean Hamilton suggested the possibility of increasing the Article 46 Sales Tax Revenue percentage to school districts. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Jean Hamilton asked about the status of the original $30 million limited obligation bonds. Covid Issues, supply chain, lack of central services, contractors would not bid on equipment replacement for materials they could not access. Dr. Hamlett asked for clarification on deferred maintenance vs. larger renovation projects. Bonnie Hauser suggested the need for a model or set of standards to dictate renovation timelines. 4. Discussion and Next Steps May meeting 18th: Presentation on building standards, June, when to reschedule the (SAPFO), IT allocations, What is the expectation of the Task Force’s work? (Report to the Boards, Plan of Action – discuss at July meeting) 5. Next Meeting is Wednesday, May 18, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Project # and Name Expenditure Budget 3/10/22 Actual Expenditures 3/10/22 Available Balance (including prior year carry overs) Percent Complete 53001 - CHAPEL HILL HIGH SCHOOL $72,295,024.00 $73,562,288.10 ($1,267,264.10)101.75% 53003 - CHHS - MAJOR RENOVATIONS $598,478.00 $598,477.65 $0.35 100.00% 53018 - TRANSPORTATION CENTER $300,508.00 $300,508.18 ($0.18)100.00% 53019 - CARRBORO HIGH SCHOOL $75,000.00 $75,000.15 ($0.15)100.00% 53023 - DOORS, HARWARE, CANOPIES $678,000.00 $493,963.27 $184,036.73 72.86% 53025 - CLASSROOM/ACADEMIC IMPROVEMENTS $3,953,227.00 $3,342,122.81 $611,104.19 84.54% 53026 - ELECTRICAL SYSTEMS $1,683,852.00 $1,331,398.73 $352,453.27 79.07% 53027 - WINDOW REPLACEMENTS $508,691.00 $417,647.10 $91,043.90 82.10% 53040 - LINCOLN CENTER CONVERSION $760,868.00 $796,868.19 ($36,000.19)104.73% 53050 - MORRIS GROVE ELEMENTARY $38,911.00 $38,911.36 ($0.36)100.00% 53051 - NORTHSIDE ELEMENTARY $23,108,762.00 $23,119,562.29 ($10,800.29)100.05% 53052 - CARRBORO HIGH ARTS WING $4,048,028.00 $4,048,027.33 $0.67 100.00% 54000 - ADA REQUIREMENTS $515,616.00 $248,765.43 $266,850.57 48.25% 54001 - ABATEMENT PROJECTS $1,390,080.00 $1,037,211.48 $352,868.52 74.62% 54002 - ATH FACILITIES/PLAYGROUNDS $2,424,053.00 $1,888,297.44 $535,755.56 77.90% 54003 - ENERGY EFFICIENCY RENOVS $1,125,088.00 $399,322.55 $725,765.45 35.49% 54004 - FIRE/SAFETY/SECURITY $1,961,053.00 $1,869,307.73 $91,745.27 95.32% 54005 - INDOOR AIR QUALITY $881,340.00 $775,246.16 $106,093.84 87.96% 54006 - MECHANICAL SYSTEMS $4,879,359.00 $4,073,517.91 $805,841.09 83.48% 54007 - MOBILE CLASSROOMS $883,696.00 $846,616.22 $37,079.78 95.80% 54008 - PARKING LOT IMPROVEMENTS $980,000.00 $848,318.69 $131,681.31 86.56% 54009 - PLANNING FOR FUTURE PROJECTS $1,200,000.00 $1,145,550.80 $54,449.20 95.46% 54010 - RECURRING CAPITAL $7,236,600.00 $6,633,000.00 $603,600.00 91.66% 54012 - ROOFING PROJECTS $6,709,001.00 $6,303,268.92 $405,732.08 93.95% 54013 - TECHNOLOGY $17,935,839.00 $17,341,512.95 $594,326.05 96.69% 54017 - BATHROOM RENOVATIONS $193,406.00 $193,406.00 $0.00 100.00% 54018 - CULBRETH SCIENCE WING $4,971,676.00 $4,971,676.00 $0.00 100.00% 54019 - RENTAL SPACE $840,000.00 $688,251.12 $151,748.88 81.93% 54020 - STORMWATER MANAGEMENT $250,000.00 $160,555.85 $89,444.15 64.22% 54021 - SUSTAINABILITY INVESTMENT $250,000.00 $177,126.29 $72,873.71 70.85% 54022 - DEFERRED MAINTENANCE*$6,369,224.00 $2,822,888.32 $3,546,335.68 44.32% Total $169,045,380.00 $160,548,615.02 $8,496,764.98 94.97% Article 46 Sales Tax Projects Project # and Name Expenditure Budget 3/10/22 Expenditures 3/10/22 Available Balance (including prior year carry overs) Percent Complete 53025 - CLASSROOM/ACADEMIC IMPROVE880000 - CONSTRUCTION 380,000.00$ 350,281.41$ 29,718.59$ 92.18% 54006 - MECHANICAL SYSTEMS 890000 - EQUIPMENT $1,988,587.00 $1,614,135.80 $374,451.20 81.17% 54012 - ROOFING PROJECTS 882000 - ROOFING $135,966.00 $0.00 $135,966.00 0.00% 54013 - TECHNOLOGY 897100 - TECHNOLOGY $6,121,418.00 $6,097,400.56 $24,017.44 99.61% 54016 - RENOVATIONS & SITE IMPROVEM 892000 - GENERAL RENOVATIONS $2,020,922.00 $2,029,562.51 ($8,640.51)100.43% 54021 - SUSTAINABILITY INVESTMENT 892021 - ENERGY MANAGEMENT $90,000.00 $0.00 $90,000.00 0.00% Total $10,736,893.00 $10,091,380.28 $645,512.72 93.99% Active Chapel Hill Carrboro City Schools Capital Projects as of 3/10/22 Note: () = negative available balance * Only includes funding approved for FY 20-21 and FY 21-22 of the supplemental deferred maintenance plus a prior year balance from previously th i d d f d i t f di CHCCS t d t d l Y 2 d 3 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Note: () = negative available balance Project # and Name Expenditure Budget 3/10/22 Expenditures 3/10/22 Available Balance (including prior year carry overs) Percent Complete 50000 - A.L. STANBACK MIDDLE SCHOOL $5,795.00 $5,794.25 $0.75 99.99% 50001 - CAMERON PARK ELEMENTARY $525,468.00 $524,921.82 $546.18 99.90% 50003 - EFLAND CHEEKS ELEMENTARY $448,423.00 $443,646.69 $4,776.31 98.93% 50004 - GRADY BROWN ELEMENTARY $54,023.00 $54,022.65 $0.35 100.00% 50005 - HILLSBOROUGH ELEMENTARY $362,899.00 $320,300.53 $42,598.47 88.26% 50006 - ORANGE HIGH SCHOOL $558,481.00 $558,481.22 ($0.22)100.00% 50008 - STANFORD MIDDLE SCHOOL $686,939.00 $686,938.00 $1.00 100.00% 50009 - ALTERNATIVE SCHOOL $361,653.00 $307,043.61 $54,609.39 84.90% 50010 - NEW HOPE ELEMENTARY RENOVATIONS $264,917.00 $264,917.01 ($0.01)100.00% 50011 - ELEMENTARY #8 $300,000.00 $0.00 $300,000.00 0.00% 51002 - ELECTRIC SERVICE UPGRADES $83,000.00 $0.00 $83,000.00 0.00% 51005 - HANDICAP ACCESSIBLITY $483,300.00 $168,234.02 $315,065.98 34.81% 51007 - PLANNING FOR FUTURE PROJECTS $778,000.00 $744,269.60 $33,730.40 95.66% 51009 - RECURRING CAPITAL $4,763,400.00 $4,367,000.00 $396,400.00 91.68% 51010 - ROOFING PROJECTS $6,913,130.00 $4,678,217.05 $2,234,912.95 67.67% 51011 - TECHNOLOGY PLAN $4,619,893.00 $3,476,226.17 $1,143,666.83 75.24% 51013 - HVAC UPGRADE/IMPROVEMENTS $1,614,361.00 $1,533,484.60 $80,876.40 94.99% 51016 - CENTRAL ELEMENTARY AIR $118,584.00 $111,439.11 $7,144.89 93.97% 51019 - INDOOR AIR QUALITY $4,807.00 $4,806.33 $0.67 99.99% 51021 - DISTRICT WIDE IMPROVEMENTS $247,487.00 $234,781.97 $12,705.03 94.87% 51022 - ORANGE HIGH TRACK REPAIRS $495,634.00 $495,633.97 $0.03 100.00% 51023 - BATHROOM RENOVATIONS $105,314.00 $105,313.05 $0.95 100.00% 51024 - FIRE/SAFETY UPGRADES $1,224,918.00 $379,500.53 $845,417.47 30.98% 51025 - CLASSROOM/BUIILDING IMPROVEMENTS $6,800,521.00 $3,860,419.61 $2,940,101.39 56.77% 51026 - WINDOW REPLACEMENTS $575,348.00 $305,656.70 $269,691.30 53.13% 51027 - ATHLETIC FACILITIES $1,089,931.00 $561,780.64 $528,150.36 51.54% 51028 - ENERGY EFF/LIGHTING IMPROVEMENTS $259,918.00 $246,382.27 $13,535.73 94.79% 51029 - MECHANICAL SYSTEMS $1,347,013.00 $348,934.28 $998,078.72 25.90% 51030 - PAVING/PARKING LOT IMPROVEMENTS $818,000.00 $256,810.15 $561,189.85 31.39% 51031 - CEDAR RIDGE AUXILIARY GYM $2,846,949.00 $2,846,948.95 $0.05 100.00% 51032 - VEHICLE REPLACEMENTS $255,000.00 $267,441.76 ($12,441.76)104.88% 51033 - FOOD SERVICES $1,047,704.00 $450,211.00 $597,493.00 42.97% 51034 - SCHOOL SAFETY/SECURITY $2,075,602.00 $908,815.55 $1,166,786.45 43.79% 51035 - PROPERTY ACQUISITION $3,100,000.00 $3,104,352.78 ($4,352.78)100.14% 51036 - ROOFING PROJECTS - 2016 BONDS $4,363,579.00 $1,876,868.33 $2,486,710.67 43.01% 51038 - MECHANICAL SYSTEMS - 2016 BONDS $22,909,574.00 $11,783,759.08 $11,125,814.92 51.44% 51039 - SCHOOL SAFETY/SECURITY - 2016 BONDS $2,500,000.00 $1,508,192.34 $991,807.66 60.33% 51040 - CEDAR RIDGE AGRICULTURE ADDITION $481,801.00 $45,904.58 $435,896.42 9.53% 51041 - CRHS CLASSROOM ADDITION-2016 BONDS $14,500,000.00 $13,419,916.56 $1,080,083.44 92.55% 51042 - CLASSROOM/BLD IMPROV - 2016 BONDS $1,284,250.00 $882,094.06 $402,155.94 68.69% 51045 - DEFERRED MAINTENANCE*$10,712,699.00 $1,067,210.79 $9,645,488.21 9.96% Total $101,988,315.00 $63,206,671.61 $38,781,643.39 61.97% Article 46 Sales Tax Projects Active Orange County Schools Capital Projects as of 3/10/22 * Only includes funding approved for FY 20-21 and FY 21-22 of the supplemental deferred maintenance plus a prior year balance from i l th i d d f d i t f di DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Project # and Name Expenditure Budget 3/10/22 Expenditures 3/10/22 Available Balance (including prior year carry overs) Percent Complete 51011 - TECHNOLOGY PLAN 897100 - TECHNOLOGY $6,975,510.00 $5,996,115.68 $979,394.32 85.96% Total $6,975,510.00 $5,996,115.68 $979,394.32 85.96% DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 District Bonds Authorized Bonds Issued Bonds Authorized but Un-Issued % Split by ADM (FY 2020-21) OCS 12,003,000 0 12,003,000 41.10% CHCCS 17,997,000 631,740 17,365,260 58.90% Total 30,000,000 631,740 29,368,260 100.00% Timing of Original Funding Tranches: District FY 2020-21 FY 2021-22 FY 2022-23 Total OCS 4,150,000 3,600,000 4,253,000 12,003,000 CHCCS*1,800,000 10,000,000 6,197,000 17,997,000 Total 5,950,000 13,600,000 10,450,000 30,000,000 *Requested to delay Year 2 and Year 3 Tranches for 1 year due to pandemic K-12 Supplemental Deferred Maintenance Funding FY 2020-21 FY 2021-22 FY 2022-23 FY 2023-24 Total Initial Allocation 5,950,000$ 3,600,000$ 14,253,000$ 6,197,000$ 30,000,000$ Proposed Additional Allocation 3,000,000$ 27,000,000$ 30,000,000$ Total 5,950,000$ 3,600,000$ 17,253,000$ 33,197,000$ 60,000,000$ $30M Schools Deferred Maintenance Update BOCC Authorized $30M to both school systems on an ADM basis in FY 20-21. Bonds issued to date: $0 for OCS and $631,740 for CHCCS. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group May 18, 2022 Meeting – 8:30-10am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on May 18, 2022. Members of the Group will be participating in the meeting remotely. 1. Welcome – Commissioner Jean Hamilton, Chair of Work Group 2. Best Practices in School Building Standards 3. Discussion and Next Steps 4. Next Meeting is Wednesday, June 15, 2022 Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: Capital Needs Workgroup Registration Link After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on May 16, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group May 18, 2022 Meeting – 8:30-10am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on May 18, 2022. Members of the Group will be participating in the meeting remotely. 1. Welcome – Commissioner Jean Hamilton, Chair of Work Group a. Steve Arndt, Bonnie Hauser, Greg Wilder, Jean Hamilton, Kirk Vaughn, Patrick Abele, Carrie Doyle, Gary Donaldson, Rani Dasi, Jonathan Scott, Rebecca Crawford, Eric Allen, Thomas Hughes, Nyah Hamlett, Andre Stewart, Renee Price, Jillian La Serna 2. Best Practices in School Building Standards (45 minutes) – Thomas Hughes - sfl@a principle architect a. Tom shared there are lots of state funding sources for school capital right now: i. ESSER, lottery, needs based school funding b. Subheadings i. Education 1. Sfl&A a. Strong schools create vibrant communities which create sustainable futures 2. Technology is an important advancement in schools a. Distance learning, etc. b. Computers are a mainstay in education now c. The jobs of architects are to put all of the pieces together (furniture is especially important – kids learn better when they move around and not just sitting at a desk) 3. Student-Centered collaborative learning environments, natural materials and controlled daylighting, environmental awareness and stewardship, sustainable approach to learning for future generations DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ii. Environment 1. Natural light (absolute key to a creative environment) 2. Learning commons 3. Visual transparency (see what’s going on in the world around you) 4. Controlled access 5. Appealing interior finishes 6. Flexible space for collaboration 7. Mechanical 8. Technology – wireless handware (including locks), cameras, lighting controls, etc. 9. Spaces are designed in advance for expansion when necessary 10. Horry County a. Used a lot of pre-manufactured mechanical systems assembled offsite – construction time is minimized as a result b. Net-positive energy (geothermal and solar panels) c. This is the future of school design d. 1,100 students in this middle school e. Sfl&a operates the schools for first 5 years to make sure work to design-build standards iii. Process 1. Have had to tear down a lot of buildings built in the ‘80’s that aren’t sustainable but also have worked on a lot of really well built schools 2. Need to invest and build sustainable facilities 3. $ not used on facilities can be put back on education 4. The #1 cost savings is on energy efficiency (air- tight, operationally sensitive to the environment they’re in) 5. Doing 3 dimensional modeling now when building schools – coordination at every step (REVIT system) 6. Concrete based, spray foam insulation, brick/metal panel veneer – proven construction technology 7. Solar panels are really expensive but key for the payback (8-12 years) for energy efficiency 8. Daylighting reduces need for artificial lighting and saves costs DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 9. Sharing tech of the building with students so they understand 10. All LED lighting, need for specific color, 11. Have to have bottle fillers (kids are demanding them) 12. Doing less LEED certified focus since much of that technology is now standard in school design/build iv. Construct 1. Seeing a lot more construction manager at risk (larger districts with multiple projects) 2. Eliminating energy costs over 20 years and can put the savings back into the construction of the building a. Tom can provide this comparative data 3. Procore is the project management system of the day a. Web based, can schedule, document and photo management, communications, quality control access, monthly drone flights to record progress – really helpful for documentation and avoids conflict 4. Supply chain issues a. 56-58 weeks to order a generator b. Steel vs concrete plank because couldn’t find steel (or gluelam) c. Have to do lots of work ahead of time to understand availability of workforce and materials for the project d. Be sensitive to having to push schedules out because the supply chain is so limited (pushes costs out and general conditions) e. Have to be able to adapt to the new construction environment (not the same as it was 5 years ago and have to be really flexible) v. Community 1. Design looks to match the pedagogy of the clients/residents of community (both exterior and interior) c. Questions: i. Renee Price: Concern about safety in schools – some of the slides show how open the campuses are – what do you do about safety? DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 1. Law enforcement typically prefer wide open areas to be able to see everything going on outside and inside 2. Work with them on hard entrances/exits (LE can get there within 5-6 minutes) 3. Lots of cameras – school administrators and law enforcement can see cameras at any time ii. Renee Price: Schools look to be large with multiple levels – how are the fire exits integrated to quickly get large numbers of people out of the building 1. Tom – line of sight is integrated with purposeful of intersections (avoid hidden corners) 2. Can close off sections for fire and can control access in an emergency 3. Exits are all within 250 feet (part of code) but do try to limit exterior exits (all controlled by remote access systems) iii. Bonnie Hauser: Do kids do better academically in these facilities? 1. Tom – they are polling to understand that (especially around performance with more collaborative spaces) 2. Eric – kids treat buildings differently – when they’re new and nice they treat them better and stop each other from mistreating it iv. Bonnie Hauser: have about 30 schools between the 2 districts and most are obsolete – how do you build so that these new schools will last 100 years? 1. Tom - Design is key – have to be built to be flexible (can be easily renovated or reconstructed) a. Concrete base - have to be able to withstand hurricanes (natural environment and the wear and tear schools get) b. Terrazzo floors almost exclusively are added to the schools c. Floors are ground and don’t have to be waxed and stripped d. Use carpet tiles so only have to replace the tile, not the whole room e. 100 years may be overstating but 50-60 years is reasonable v. Jean Hamilton: how do these compare to the DPI standards and what is required in a school? DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 1. Tom – work closely with DPI – they require classroom sizes and the building “program” a. DPI tends to be more appreciative of the designs rather than discerning b. More of a dialogue than a review (use DPI as a resource rather than a management structure) c. Department of Insurance does all of the code review d. DPI standards are a minimum but don’t capture new design standards vi. Jean Hamilton: cost – pre pandemic what would be the cost per square footage compared to now 1. Tom - Inflation is driving the market right now. No such thing as a credit a. Have seen an upwards trend in cost b. Used to be upper $300’s per sq foot, now closer to $500’s c. Seeing some decrease now (steel almost doubled a few months ago – had to look at alternative products) d. Thinks will stabilize – chip shortage is still out there e. Just bidded out a project and it came in under budget – may be a litmus test for the market 3. Discussion and Next Steps a. Is SAPFO still possible for June? i. Rebecca will work with Planning team to see if can get a combination of staff to present b. Is technology still an area of interest for the group? c. What should we be planning for maintenance of buildings? Should we have a guideline for cost per square foot that is shared between districts? i. Next Meeting – discussion of a design standard policy for both districts? ii. Patrick Abele – could we focus on one or 2 systems such as mechanical systems or roof design 1. New school construction is completely different from renovating older facilities (harder to standardize) iii. Steve Arndt – spent a lot of time in higher ed facilities management 1. It’s important to understand that we should take the operating costs into account when build new DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 buildings – lots of info about there about how to standardize – don’t have to start from scratch a. Steve will provide info iv. Eric Allen- if we have design standard guidelines could use them for bidding (and life cycle management guidelines) 1. This group could construct along with consultants 4. Next Meeting is Wednesday, June 15, 2022 a. SAPFO 5. Meeting after that a. Design Standard Policy/Guidelines for both Districts Discussion Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: Capital Needs Workgroup Registration Link After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on May 16, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 EDUCATIONAL FACILITIES PLANNING AND DESIGN Registered Architect - NC, SC Professional Affiliations & Awards: American Institute of Architects Association for Learning Environments (A4LE) A4LE NC Chapter, Board Member/Past President NCARB Certified Construction Specifications Institute (CSI) Recognized Educational Facilities Professional (REFP) LEED® Accredited Professional Education University of Richmond, Bachelor of Arts Syracuse University, Master of Architecture Within the educational facilities planning and design community, Tom is recognized for supporting a collaborative and interactive approach to educational planning and design. His approach starts with your educational program, promotes an understanding of your vision and goals for curriculum and instruction, and works with your communities as a whole to develop innovative and creative learning environments for students and teachers. Tom has over 35 years of educational facilities planning and design, specialized in K-12 facilities, and is a Recognized Educational Facilities Professional (REFP) as accredited by the Association for Learning Environments (fomerly CEFPI). AS a LEED AP, he is well-versed in the design of High Performance educational facilities and LEED certification. Tom has provided leadership on over 100 school projects in his career and brings a unique perspective on the design of educational environments for the 21st century learner. PRINCIPAL-IN-CHARGE Thomas W. Hughes, AIA, REFP, LEED AP Project Experience Northwest Harnett Elementary School, New Construction, Harnett County Schools Erwin Elementary School, New Construction, Harnett County Schools McDeed’s Creek Elementary School, New Construction, Moore County Schools Aberdeen Elementary School, New Construction, Moore County Schools Southern Pines Elementary School, New Construction, Moore County Schools Harding HS Renovations/Additions, Charlotte Mecklenburg Schools South Mecklenburg HS Renovations/Additions, Charlotte Mecklenburg Schools Pinecrest HS and Union Pines HS gymnasium/cafeteria additions, Moore County Schools Westmoore ES Addition, Moore County Schools Johnsonville ES Phase I & Phase II Add/Reno, Harnett County Schools Highland/Overhills/Harnett Primary Additions, Harnett County Schools Highland Middle School, New Construction, Harnett County Schools Penderlea K-8 School, New Construction, Pender Public Schools Ahoskie Elementary School, New Construction, Hertford County Public Schools West Rowan Elementary School, New Construction, Rowan-Salisbury School System Blair Elementary School, New Construction, New Hanover County Schools Turrentine Middle School, Walkway Renovation, Alamance-Burlington Schools Boone Trail Elementary School, New Construction, Harnett County Schools Poplar Springs ES, New Construction, Stokes County Schools Southeastern Middle School Addition/Renovation, Stokes County Schools Bleinheim Elementary/Middle School, New Construction, Marlboro County Schools Dillon Auditorium/Admin Offices, New Construction, Dillon School District 4, SC *Dillon Middle School, New Construction, Dillon School District 4, SC Clio Elementary/Middle School Addition & Renovation, Marlboro County Schools, SC *Rocky Mount HS, New Construction, Nash-Rocky Mount School System Southeastern Middle School Addition/Renovation, Stokes County Schools *Career & Technical Education Center, Alamance-Burlington School System New Century International ES & Regional Public Library, Cumberland County Schools, NC Lakeview High School/Middle School Addition, Dillon School District 4, SC Lakeview Elementary Addition/Renovation, Dillon School District 4, SC Latta Early Childhood Center, New Construction, Dillon School District 3, SC *Snipes Academy of Arts and Design, New Hanover County Schools Wagram Classroom Addition/PE Classroom Addition, Scotland County Schools Clio Elementary/Middle School Addition & Renovation, Marlboro County Schools, SC Croatan HS Auditorium Addition, Carteret County Schools East Carteret HS Addition & Renovation, Carteret County Schools, NC Knightdale ES Additions, Wake County Public School System Newport ES Addition & Renovations, Carteret County Schools Fred A. Smith ES Addition & Renovations, New Hanover County Schools White Oak ES Addition & Renovations, White Oak ES Addition & Renovations, Carteret County SchoolsCarteret County Schools With Other FirmWith Other Firm Highland ES, Highland ES, Alamance-Burlington School SystemAlamance-Burlington School System Nation Ford High School, Fort Mill School District, SCNation Ford High School, Fort Mill School District, SC Northern ES, Northern ES, Guilford County SchoolsGuilford County Schools Chapel Hill-Carrboro High SchoolChapel Hill-Carrboro High School India Hook Elementary School,India Hook Elementary School, Rock Hill, SC Rock Hill, SC Whitesides ES, Charleston County Schools, SCWhitesides ES, Charleston County Schools, SC *WG Pearson ES, *WG Pearson ES, Durham Public School System Durham Public School System * LEED Certified facility* LEED Certified facility 333 FAYETTEVILLE STREET, SUITE 225, RALEIGH, NC (919) 573-6350 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group June 15, 2022 Meeting – 8:30-10am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on June 15, 2022. Members of the Group will be participating in the meeting remotely. 1. Welcome – Commissioner Jean Hamilton, Chair of Work Group 2. Orange County Schools Adequate Public Facilities Ordinance (SAPFO) Discussion – Orange County Planning and Inspections 3. Discussion and Next Steps 4. Next Meeting is Wednesday, July 20, 2022 a. Design Standard Policy/Guidelines for Both Districts Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: Capital Needs Workgroup Registration Link After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on June 13, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group June 15, 2022 Meeting – 8:30-10am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on June 15, 2022. Members of the Group will be participating in the meeting remotely. 1. Welcome – Commissioner Jean Hamilton, Chair of Work Group Attendees: Bonnie Hauser, Jonathan Scott, Jean Hamilton, Gary Donaldson, Rani Dasi, Perdita Holtz, Travis Myren, Greg Wilder, Patrick Abele, Rhonda Rath, Renee Price, Andre Stewart, Eric Allen, Carrie Doyle, Kirk Vaughn, Steve Arndt, Dr. Nyah Hamlett, Dr. Monique Felder 2. Orange County Schools Adequate Public Facilities Ordinance (SAPFO) Discussion – Orange County Planning and Inspections a. Perdita Holtz from OC Planning and Inspections shared a presentation explaining the purpose, administration, and history of SAPFO b. Patrick Abele i. For OCS, Mebane is not a participant of the SAPFO process or MOUs and OCS is facing a tremendous amount of growth from the part of the county – those students aren’t considered until they come to school 1. There are other mechanisms the schools are having to use in addition to SAPFO 2. OCS approved spot ordinances for some new developments in that part of the county – will have to update GIS maps, etc. since advertised as districted in OC a. Send updates to new Planning Director, Perdita, and Brian Carson 3. Travis – we’ve had discussions with Mebane to be a part of SAPFO – they are reluctant to be tied to the CAPS process but send us their numbers a. If capacity didn’t exist in district, wouldn’t approve the development 4. Jean – would be helpful to put the Mebane data into our model so we know ahead of time what’s happening and when we need to build new DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 schools or renovate since CAPS is unlikely to be used ii.Pre-K: how is SAPFO addressing Pre-K given that those numbers aren’t addressed in the numbers used for capacity? 1.Perdita: a committee of elected officials from BOCC and BOE were working on it prior to COVID but it was paused 2.Pre-K numbers are now tracked in the SAPFO report iii.Bonnie: special set-asides and special settings aren’t included in SAPFO either iv.Bonnie: SAPFO doesn’t predict school replacement – both districts are facing declining enrollment so don’t need new capacity but about when we need maintenance and school replacements 1.Jean: let’s get the capacity correct (including pre- K, Mebane, etc.) and then maintenance/replacement is outside of SAPFO c. Patrick: as people in Hillsborough look at SAPFO reports it looks like we have plenty of seats and are open to development, same with Mebane, but there are developments in queue that are filling seats that aren’t included in the SAPFO reports i.Need a crosswalk with CAPS and SAPFO to see all seats needed ii.Lots of development that is coming quickly but we can’t see it until it’s actually here iii.Jean: how can re-establish the Pre-K group so we can get the numbers into SAPFO 1.Travis: each agency appointed 2 representatives for the Pre-K group so we can initiate that meeting again and broaden the scope d.Carrie: adding Pre-K numbers is also about adding different space – same with special setting students e.Eric: Eric reviewed OC construction settings and classroom size numbers have changed dramatically from DPI (DPI #s are smaller than OC construction standards) i.Are we going to look at class size, and what is a reasonable time frame to review 1.Perdita: hasn’t changed for many years but DPI standards are included in the SAPFO #s a.Capacity goes down as DPI updates their standards ii.When we reduce the size of the school with same # of kids we’re running out of room DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 f. Jean: What are the numbers currently for capacity? i. Eric: we’ve been tracking those and can share them ii. Makes it tricky to house kids when we are renovating g. Jean: where do the capacity standards exist? An ordinance? i. Travis: no – policy only but can be amended ii. Can email to group h. Bonnie: Is SAPFO a standard tool for capacity building in other districts? i. Eric: his experience is that most districts use DPI standards (online) ii. Rani: clarified how we get ahead of capacity planning and what other tools are other districts using 1. Could the SAPFO task force consider this question and do benchmarking? iii. Renee: SAPFO is pretty unique to OC iv. Perdita: some other districts attempted similar ordinances but were tied to impact fees, which were struck down – original intent was to recognize that development had an impact on school capacity v. Bonnie: we’re realizing SAPFO is out of date and so should we be looking at revisiting SAFPO or replacing it vi. Perdita: the modeling and predicting part is used by many other districts; we do include growth in Mebane n our projections 1. Includes those developments/units approved but not yet built vii. Patrick: in other districts they never wait until the kids show up – once CAPS certificates are signed the districts begin planning 1. Happy to reach out to other districts to understand how they plan 2. Having to redistrict kids coming from western OC to Cedar Ridge rather than Orange High because of capacity at Cedar Ridge (planned for this 5 years ago – anticipated would need additional capacity so did expansion to accommodate) 3. Orange Middle School and Culbreth Middle School most likely do not meet standards for room sizes) either OC or DPI but according to SAPFO looks like it meets capacity (older schools) 4. Alamance Co. Is already building schools on the border with OC to account for growth in DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 developments shared with OC but OC isn’t building new schools 5. Thanks to County staff for all of their work – bound by the same restrictions schools are and have done their best (Perdita, Ashley, and Craig) viii. Jean: should make the broader scope of the SAPFO work group more immediate 1. Pre-K, space at schools, don’t wait on kids to get to school and predict ahead of time based on capacity, account for age of schools 2. This is a board issue – SAPFO report has been on consent and we haven’t really thought about or considered it a. Staff have done a great job of doing what we’ve asked them to do but the board needs to figure out what changes are needed to update b. Renee: previous boards have been very active in the review of SAPFO but in the past couple of years it’s been placed on consent and no one asked to pull it – COVID may have impacted this i. In the past have pointed out issues with SAPFO, Mebane has always been an issue (definitely should work more closely with Mebane) ii. Have had long discussions about Pre-K with school boards and Finance (Maggie Chotas may have minutes from those meetings) ix. Rani: Echos everything Patrick said 1. Encourage us to be really specific in next steps, very urgent 2. Willing to be a part of the team to review and discuss (have participated in the past) 3. Thanks so much to Perdita for all of her help in understanding context 4. Bonnie: can we send a recommendation forward to boards sooner rather than later (doesn’t have to replace, can just update) or include in our final report? 5. Jean: let’s discuss that during next steps x. Renee: hard to plan for capacity with charter schools – kids going back and forth (numbers going to charter schools is increasing) DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 xi. Jean: with numbers of kids per development that are planned, how do we check that against the actual numbers from those developments attending schools? (check that our assumptions are accurate) i. Bonnie: how difficult would it be to update capacity projections with numbers from Eric and Patrick with Pre-K, Mebane, etc i. Perdita: wouldn’t be that difficult – models are fairly automated 3. Discussion and Next Steps a. Next Steps: i. Jean: envision that the Capital Needs Work Group would recommend changes to SAPFO as a part of the final report that goes to different boards ii. Renee: agree – this group doesn’t need to focus on making policy 1. A review of SAPFO is needed iii. Travis: could start at a staff level with SAPFOTAC to work through concerns and then use that group to escalate to boards iv. Rani: report is important but don’t want us to hold our ideas until have a perfect report 1. Could we go ahead and share that SAPFO is understating capacity and recommend to review process for SAPFO through the SAPFOTAC to see if need to make changes for future capacity planning v. Renee: could the next Joint meeting review recommendations made for changes by SAPFOTAC? 1. Could be done at next meeting this fall vi. Jean: SAPFOTAC can start working on this immediately to update policy and make it more accurate 1. Board representatives on that can go back to boards and report out on work happening 2. Jean could report out at next BOCC meeting 3. Need to work on a report from Capital Needs Work Group, too vii. Bonnie: should we think through what we say to boards about changes to be made (unified update to each board) 1. Update formula (how far off are the numbers from SAPFO?) 2. Update or replace SAPFO 3. Can we all get a copy of the ordinance? a. Jean: online on county website 4. Why do we keep putting out wrong numbers when we know they’re wrong? DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 viii. Renee: pinpoint all of the things that are problematic, make a list, and then make a list of what we’re looking for 1. If we’re looking for Mebane #s and Mebane isn’t participating, that’s a problem 2. Do we continue using our formulas with using a standard 3 bedroom house for generating student #s (is this still accurate) 3. Has had issues with SAPFO from day 1 but have learned to live with it 4. How do we integrate universal Pre-K #s? 5. Can bring up at next BOCC meeting but should put it on the agenda for the next meeting in the fall ix. Patrick: did an analysis a few years ago with Craig and compared actuals with projections based on developments and found that projects are pretty accurate (some developments are underestimated and others are overestimated) 1. If we’re looking at a formula, should run at 100% capacity rather than 105% for E, 107% for middle, and 110% for high schools a. Most districts use 100% b. Have to have seats for kids when they show up c. Eric: agrees about using 100% capacity #s x. Carrie: Likes the plan to review this fall but look at specific problems 1. Districts can share specific examples of issues such as the Orange High/Cedar Ridge re- districting xi. Jean: What do we do about the older schools in addition to capacity? 1. Group has talked about financing, needs of older schools, what new schools can bring, capacity, next month talking about design standards a. What else do we need to talk about that we haven’t addressed to get the full picture that can be put into a report? b. Email Jean with any ideas i. Patrick: safety and security ii. Rani: school needs iii. Bonnie: we don’t have enough money to do what we need to do DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 iv. How do we finance what we need? 2. Do we need a consultant? A professional to help us figure out what needs to be done and how to finance it? xii. Renee: Durham Co. is going to do a bond referendum in a few years for ~$440 million and are planning for it now to do an overhaul of schools 1. Need safe and modern classrooms 2. Will have an impact on Orange County a. Parents, teachers, and community members will compare OC to Durham Co. 3. Durham is planning videos and ambassadors to share info with public and plan xiii. Bonnie: Guilford did something similar with $800 million bond, worked with consultant on a joint planning effort and came up with $2 billion facility plan 1. We could ask Guilford how they did it xiv. Jean: Can we use ARPA $ to hire a consultant? xv. Eric: leaving CHCCS to work for a private developer to manage the Guilford building project (Wake is doing the same with Cumming Project Management – fees are paid out of the bond) 1. Will be happy to come back and share information about that process with this group 2. Will be a 10 year project over 20 schools a. $500 million for life cycle replacements 3. Goal is to use as many Guilford County-based companies as possible 4. Next Meeting is Wednesday, July 20, 2022 a. Design Standard Policy/Guidelines for Both Districts Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: Capital Needs Workgroup Registration Link After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on June 13, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 SCHOOLS ADEQUATE PUBLIC FACILITIES ORDINANCE (SAPFO) –ADOPTED 2003 Presented by: Perdita Holtz, AICP Special Projects & GIS Supervisor Orange County Planning Department DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ADOPTION NUTS & BOLTS An Ordinance of the County and Towns Based on Statutory Zoning Authority Two ‘overlay’ districts were created; one for each school district Signatory local governments adopted necessary provisions into their respective zoning and subdivision regulations Inter-local Memorandum of Understanding (MOU) for each appropriate Board of Education (BOE), County, and associated town(s) which defined elements/parameters of SAPFO DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 PURPOSE To the ‘maximum extent practical’: Approval of new residential development will become effective only when it can reasonably be expected that adequate public school facilities [i.e., student capacity] will be available to accommodate the new development Local Governments approve development Synchronized with the availability of capacity Boards of Education determine, within MOU parameters School districts will use their best efforts to construct new schools and permanent expansions or additions to existing schools in accordance with the CIP County will use its best efforts to provide funding to carry out the CIP DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ELEMENTS OF THE ORDINANCE AND MEMORANDA OF UNDERSTANDING Topic Level of Service Standard Elementary Schools –105% of capacity (combined) Middle Schools –107% of capacity (combined) High Schools –110% of capacity (combined) Topic Building Capacity Standard 2003 NC Department Public Instruction and updates (e.g.Class Size) Topic Capital Investment Program (County) Standard 5 to 10-year plan DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ELEMENTS OF THE ORDINANCE AND MEMORANDA OF UNDERSTANDING Topic Student Growth Rate Standard Average five different student projection models and updates (actual historical numbers) Topic Student Generation Rate Standard 2001 TISCHLER Study and updates (2009, 2014) DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 SAPFO ADMINISTRATIVE SYSTEM -TWO PARTS 1. Capital Improvement Planning (CIP) Needs (County and Board of Education) Annual budget review 2. Certificate of Adequate Public Schools (CAPS) (Local Governments and Board of Education) Development approval process DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 PART ONE -CAPITAL IMPROVEMENT PLANNING (CIP) NEEDS Historic enrollment Actual November enrollment update Student projections compared to actual existing capacity Identifies new capacity needs in the future Completely new school Renovation and expansion School Construction standards contain school sizes (including targeted maximum number of students in elementary, middle, and high schools) DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 PART ONE -CAPITAL IMPROVEMENT PLANNING (CIP) NEEDS PROCESS November Orange County requests student membership (enrollment) and capacity numbers (based on November 15 ) from schools December BOCC accepts numbers December -March Student membership and projections are utilized during the budget process (BOCC and BOE) January Schools Technical Advisory Committee (SAPFOTAC) meets to review draft report and 10-year student projections March Draft report distributed to SAPFO partners for comment April Draft report and 10-year student projections presented to elected officials May Final report is certified by the BOCC DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 PART TWO –CAPS SYSTEM A test of new development impacts using Student Generation Rates (SGR’s) against available capacity CAPS issued if capacity exists, OR CAPS deferred until Part 1 CIP needs and associated funding for more capacity is achieved Historically, the identification of future CIP capacity has been far enough in advance to foresee and construct new capacity without CAPS deferral CAPS system was previously suspended for a certain school level in 2005 until new capacity was constructed for a certain level DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 PART TWO –CAPS SYSTEM Certificate of Adequate Public Schools (CAPS) contained in a multi-part, integrated Excel workbook Tracks existing membership and capacity Test for and log new development impacts (multi- year as appropriate) against capacity levels Local governments review development projects BOE and school staff confirms adequate capacity CAPS certificate given to local government from BOE for final development approval DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 SAPFO –OTHER ASPECTS SAPFOTAC (SAPFO Technical Advisory Committee) also monitors and informally reports: Changes in class size averages at the state level Charter school enrollment and impacts Pre -K membership COVID impacts (alternative projections) Future school construction projects Major residential development projects DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 FOUR ELEMENTS OF THE SAPFO PROGRAM DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 SAPFO CONSIDERATIONS What doesn’t SAPFO do? Identify school-by-school capacity needs Level only (elementary, middle, high) Determine per pupil funding Identify school maintenance/repair needs SAPFO is better attuned for capital facilities planning for new capacity needs rather than to defer development (i.e. CAPS) Tied to residential land use and student membership/capacity due to residential development DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 QUESTIONS AND COMMENTS DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group July 20, 2022 Meeting – 8:30-10am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on July 20, 2022. Members of the Group will be participating in the meeting remotely. 1.Welcome – Commissioner Jean Hamilton, Chair of Work Group 2.Design Standard Policy/Guidelines for Both Districts 3. Discussion and Next Steps 4.Next Meeting is Wednesday, August 17, 2022 Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: Capital Needs Workgroup Registration Link After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on July 18, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY BOARD OF COMMISSIONERS CHAPEL HILL-CARRBORO BOARD OF EDUCATION ORANGE COUNTY BOARD OF EDUCATION Capital Needs Work Group July 20, 2022 Meeting – 8:30-10am Due to current public health concerns, the Capital Needs Work Group is conducting a Virtual Meeting on July 20, 2022. Members of the Group will be participating in the meeting remotely. 1.Welcome – Commissioner Jean Hamilton, Chair of Work Group a.Attendees: Jean Hamilton, Bonnie Hauser, Gary Donaldson, Patrick Abele, Steve Arndt, Al Ciarochi, Andre’ Stewart, Kirk Vaughn, Greg Wilder, Nyah Hamlett, Rebecca Crawford, Carrie Doyle, Jonathan Scott, Monique Felder 2.Design Standard Policy/Guidelines for Both Districts a.Jean: frame conversation today around design standards only, save maintenance standards for another discussion b. Jean: what design standards are used for the school districts? i.Patrick: primary driver of school facility construction across the state is DPI standards 1.Has prototype school designs in addition to standards a.https://www.dpi.nc.gov/media/570/down load b.https://www.dpi.nc.gov/media/569/down load 2.OC has own design standards – worked with former AMS director to review both DPI and OC standards to find commonalities a. Roofing, energy efficiencies, b.Have heard the cost of doing business in OC from contractors is very high because of the OC specific construction and design standards, zoning is harder to get plans approved – could OC standards be driving up costs c.OC has more initiatives in terms of green policies and energy efficiencies than other counties i.Could we focus on DPI standards but layer over the energy DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 efficiency and sustainability policies? Paused this discussion during COVID. ii. Would help with alignment between two districts to use DPI standards. iii. Ex. Don’t need to build an athletic stadium for capacity in case make it to state playoffs. Can build standard size and rent if ever need more seating ii. Jean: Steve, where do we find the OC design standards? 1. Steve: not in county policy but county uses LEED as our county standards – used within design community 2. Al: echoed Patrick and Steve’s comments about importance of standards and LEED 3. Patrick: drywall and insulation are not going to protect students and staff in an active shooter situation 4. Jean: do we need county-wide design standards? a. Al: school needs do vary from county building but in his experience design standards are not typically at a local level unless it’s a local ordinance that says all new school buildings must be built to a silver LEED standard – just want to make sure we don’t restrict ourselves in terms of cost (Platinum may be the standard but then we can’t afford to build it in lean economic times). 5. Bonnie: are there standards on size? a. Al: size of the school may depend on the capacity needed b. Jean: hearing the county has additional standards on top of DPI – are districts speaking of the Uniform Development Ordinance? (page 286) c. https://www.orangecountync.gov/Do cumentCenter/View/7179/UDO-MOST- CURRENT-updated-050319 i. Al: these are baseline standards d. Jean: everyone review UDO standards and then discuss at next meeting about whether they are restricting our progress. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 e. Steve: county is going through a Climate Action Plan. Part of that will be recommendations about sustainability of OC construction that may impact school construction f. Bonnie: are there standards for building for long term sustainability but charter schools are building cheaper and may not last as long. Has anyone see any standards that shift public schools towards more of the charter school model? iii. Al: you get what you pay for. Drywall is cheaper than block wall but won’t last. VCT tile is cheaper than polished concrete but concrete is cheaper in the long run and will last longer. 1. Trends in school design come and go – open concept has come around twice in his career 2. Updated standards are applied to new spaces as schools add or replace capacity, not just when buildings are replaced. a. Patrick: This was the approach for the new wing at Cedar Ridge High School 3. Discussion and Next Steps a. Jean: Is there anything in the UDO that has maintenance standards? Not sure – Check with Planning i. http://server3.co.orange.nc.us:8088/weblink/DocView.aspx?id=410 5&searchid=2f0baaa8-15f6-4c36-bdda-99ae9d14cdff&dbid=0 ii. https://www.orangecountync.gov/DocumentCenter/Vie w/7179/UDO-MOST-CURRENT-updated-050319 1. Beginning page 286 b. Bonnie: are there any building maintenance standards in the DPI guidance? i. Al: experience has been that maintenance is a local choice ii. Steve: often maintenance standards are set but funding isn’t available to replace according to the standards 1. Renovations and replacements are an intermediary step between maintenance and new construction c. Bonnie: are there any financing standards we should consider for how much to budget for school maintenance? i. Al: could the finance people find a benchmark for % of operating budget to put in for ongoing maintenance? What does the county do? DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ii. Nyah: shared Loudon County Capital Asset Program Fund model via email: https://www.loudoun.gov/DocumentCenter/View/1641 24/13a---Capital-Asset-Preservation-Program-Fund d. Jean: Group has met seven times, has been very valuable in understanding the breadth of the issues facing – aging schools aren’t serving our students well i. Time to write a report on what we’ve learned – state of our capital needs - and have recommendations for next steps in the report ii. Would like to have a draft of the report/executive summary for our next meeting in August to be reviewed by group and discuss whether to approve 1. Would then go to BOCC and school boards for review a. Would like to get a consultant to review the needs and come up with a 10 year plan to address needs in both districts i. What policy changes do we need to make 2. Need buy-in from group – would continue to meet but as an advisory group to consultant iii. Bonnie: agrees with Jean’s idea iv. Jean: we need a sub-committee – Jean, Bonnie, OC staff, member of staff from each district (total of 5 people) 1. Jean will reach out to people individually outside of the meeting v. Carrie: agrees with plan and thanked chair and vice chair for leadership – should we add a board member from CHCCS to the sub-committee? vi. Bonnie – how hard is it to hire and offer competitive salaries for school facilities staff? 1. Al: Qualified people are out there but salaries are hard – can be rewarding even if not able to pay as much as in private sector 2. Patrick: depends on local contractors – have a large HVAC/mechanical contractor in Hillsborough and often lose HVAC mechanics to that company and to area universities a. No career ladder so how do they do that to retain staff? Help with licensing? Job shadowing with current high school students as a recruitment tool 4. Next Meeting is Wednesday, August 17, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 a. Discuss UDO school design standards and whether too restrictive b. Monique: Could we keep in mind that reopening schools next month and some members of the group may not be able to attend the meeting i. Jean: if report isn’t ready won’t meet. If report is ready and can’t attend, feel free to submit comments ahead of time Adjourn Capital Needs Work Group virtual meetings are open to the public to attend remotely. Should any member of the public wish to view this meeting, please click the following link to register: Capital Needs Workgroup Registration Link After registering, you will receive a follow-up email which will allow you to access and view the meeting. If you have any comments or questions, would like to submit any written comments to the group, or would like an emailed copy of the entire agenda package for this meeting, please email Rebecca Crawford at rcrawford@orangecountync.gov before 3:00 pm on July 18, 2022 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Appendix 2: Existing School Building Inventory Chapel Hill Carrboro City Schools Orange County Schools School Name Year Built Age School Name Year Built Age Lincoln Center 1950 72 Central Elementary 1952 70 Glenwood Elementary 1952 70 Efland Cheeks Global Elementary 1952 70 Carrboro Elementary 1957 65 Hillsborough Elementary 1952 70 Estes Hills Elementary 1957 64 River Park Elementary 1956 66 Phillips Middle 1962 60 Orange High 1962 60 Frank Porter Graham Elementary 1963 59 Orange Middle 1968 54 Chapel Hill High 1966 56 Grady Brown Elementary 1974 48 Seawell Elementary 1969 53 New Hope Elementary 1991 31 Culbreth Middle 1969 53 AL Stanback Middle 1995 27 Ephesus Elementary 1972 50 Pathways Elementary 2000 22 CHCCS Maintenance 1977 45 Cedar Ridge High 2002 20 McDougle Middle 1994 28 Gravelly Hill Middle 2006 16 East Chapel Hill High 1996 26 Partnership Academy 2006 16 Scroggs Elementary 1999 23 Smith Middle 2001 21 Rashkis Elementary 2003 19 Carrboro Elementary 2007 15 Morris Grove Elementary 2008 14 Phoenix Academy 2009 13 Northside Elementary 2013 9 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Appendix 3: District Facility PicturesDocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Exhibit B Work Group Guiding Questions • From an independent expert perspective: o What is the state of our schools and school facilities? Which facilities should be replaced? Renovated? Repaired and maintained? o What is the state of facility maintenance operations? What approaches and tools are recommended to improve maintenance management, prioritization, staffing, and funding? • Are the building and construction standards used by the county and both school districts effective for creating safe and effective learning environments? That includes space design, technology, energy efficiency, and maintainability • How should projects be prioritized and resources be allocated across two school districts? • What are the most effective approaches to complete projects in a timely and cost-effective manner? Where are opportunities to work/contract across campuses? Across districts? How can contractors and program managers be used effectively? • What sources are available and appropriate for funding school capital considering the county’s size and risk tolerance, local debt capacity limits, available grants, and alternative contracting? DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 School Name Site Number Site Acreage EXHIBIT C Building Square Footage Year Constructed Years Renovations/ Additions Shared Site Acreage Elementary Schools Glenwood Elementary 681320 9.6 50,764 1952 1959, 1986, 2016 Carrboro Elementary 681304 17.7 61,562 1957 1964, 1989 Estes Hill Elementary 681312 33.1 56,299 1958 1986, 1998 Frank Porter Graham Elementary 681316 9.8 66,689 1960 1977, 1989 Seawell Elementary 681310 10.95 52,896 1969 1975, 1989 Smith Middle, Chapel Hill High Ephesus Elementary 681311 13.4 66,952 1972 1991 Scroggs Elementary 681330 13.05 92,900 1999 Rashkis Elementary 681334 22.04 95,729 2003 Morris Grove Elementary 681332 19.035 90,221 2008 McDougle Elementary 681326 11.7 98,000 1996 McDougle Middle Northside Elementary 681300 7.89 97,423 2013 ELEMENTARY SCHOOL TOTAL 168.265 829,435 Middle Schools Phillips Middle 681324 33.1 109,498 1962 1978, 1990 Culbreth Middle 681322 35.4 114,776 1969 1977, 1988, 1989, 1997, 1999, 2001, 2010 McDougle Middle 681309 28.8 136,221 1994 McDougle Elementary Smith Middle 681336 20.43 128,764 2001 Seawell Elementary, Chapel Hill High MIDDLE SCHOOL TOTAL 117.73 489,259 High Schools Chapel Hill High 681308 85.31 274,542 2020 Seawell Elementary, Smith Middle East Chapel Hill High 681314 87.4 259,869 1996 Carrboro High 681305 62.32 148,023 2007 Phoenix Academy 681338 12.8 5,207 2009 Lincoln Center HIGH SCHOOL TOTAL 247.83 687,641 ADMINISTRATION Lincoln Center -33,731 1950 Phoenix Academy ADMINISTRATION TOTALS 33,731 DISTRICT TOTALS 533.83 2,040,066 Chapel Hill-Carrboro City Schools School Facility Listing DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 School Name Address Approx. Property Size (Acreage) Student Capacity Year Built Sq. Ft. Year Addition Added Sq. Ft. Addition #Mobiles Total Sq. Ft. (excluding mobiles) River Park Elementary 308 240 St. Mary's Rd 19 598 1956 22,798 1959 22,798 2 70,812 Hillsborough, NC 1977 4,720 2 1988 20,496 Central Elementary 312 154 Hayes St 22 483 1952 8,890 1965 25,892 0 61,382 Hillsborough, NC 1975 18,700 1990 7,900 Efland Cheeks Elementary 324 4401 Fuller Rd 31 529 1952 24,249 1977 40,067 0 65,084 Efland, NC 1999 768 Grady A. Brown Elementary 328 1100 New Grady Brown Rd 18 575 1974 74,016 1996 1,000 2 75,016 Hillsborough, NC Hillsborough Elementary 100 Bldg. 329 402 N. Nash St.10 514 1959 22,310 0 0 0 72,872 Hillsborough Elementary 200 Bldg.Hillsborough, NC 1952 8,980 Hillsborough Elementary 300 Bldg.1958 14,770 Hillsborough Elementary Gym 1958 15,316 Hillsborough Elementary Café 1952 4,500 Hillsborough Elementary Learning Center 1960-1962 6,996 New Hope Elementary 330 1900 New Hope Ch Rd 26 621 1991 100,164 0 0 2 100,164 Chapel Hill, NC 2 Pathways Elementary 336 431 Strouds Creek 18.1 600 2000 85,282 0 0 0 85,282 Hillsborough, NC ELEMENTARY SCHOOL TOTAL 144.1 530,612 A.L. Stanback Middle 304 3700 NC Hwy 86 S 35.9 740 1995 136,000 0 0 0 136,000 Hillsborough, NC Orange Middle 316 308 Orange High Sch Rd 57 726 1968 102,780 1977 4,840 0 118,970 Hillsborough, NC GYM Wrestling Rm 1999 1,350 AUD 2011 10,000 Gravelly Hill Middle 327 4801 West Ten 66.173 600 2006 122,793 0 0 0 122,793 Note: Acreage for GHMS includes soccer field owned by Orange County)Efland, NC MIDDLE SCHOOL TOTAL 159.073 377,763 Cedar Ridge High School 310 1125 New Grady Brown Rd 71.01 1000 2002 206,900 0 0 0 263,732 Hillsborough, NC Aux Gym 2017 9,870 Clsrm Add 2020 46,962 Orange High School 332 500 Orange High Sch Rd 92 1518 1962 49,798 1965 49,150 8 217,203 Hillsborough, NC 1969 15,000 GYM 1971 36,469 1979 17,480 1986 45,612 Bldg E 2015 3,694 Partnership Academy Alternative School 1006 East Storey Ln 20.8 50 2006 3,600 2010 3,000 0 6,600 335 Hillsborough, NC 27278 HIGH SCHOOL TOTAL 183.81 487,535 Maintenance Department 123 E Oakdale Dr 2 1940 17,559 0 0 0 17,559 Hillsborough, NC Transportation Department 231 Holman Dr 1971 11,704 0 0 1 11,704 Orange County Schools DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Hillsborough, NC Administrative Annex II (Transp Dispatch) 1010 East Storey Ln 12 1,575 0 0 0 1,575 Hillsborough, NC Central Office 200 East King St 4 1971 6,210 0 0 0 6,210 Hillsborough, NC Administrative Annex 1914 New Hope Ch Rd 3 150 1971 6,000 0 0 0 6,000 Hillsborough, NC School/Facility Address Approx. Property Size (Acreage) Student Capacity Year Built Sq. Ft. Year Addition Added Sq. Ft. Addition #Mobiles #Clrms Total Sq. Ft. (excluding mobiles) Welcome Center 920 Corporate Dr 5.53 75 2006 14,644 0 0 0 34,733 Hillsborough, NC 2011 20,089 ADMINISTRATION TOTAL 26.53 77,781 DISTRICT TOTALS 514 1,473,691 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Addendum Acknowledgement Form Firms must acknowledge receipt of addendums posted by Orange County before the RFP/RFQ deadline. Please initial for Addendums received. Addendum No 1 ________________ Addendum No 2 ________________ Addendum No 3 ________________ DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Section I: General Government and Administration Policy 10.0: Living Wage Contractor Policy Reviewed by: County Attorney/County Manager Approved by: County Manager Original Effective Date: April 21, 2016 Revisions: August 1, 2016 Policy Statement It is the policy of Orange County to ensure its employees, and all individuals who provide services for Orange County, are paid a living wage. Purpose To encourage all vendors and contractors to pay a living wage to all employees who perform work pursuant to a contract with Orange County. Applicability Applies to all Orange County contracts and purchases. Policy 10.1 Living Wage 10.1.1 Orange County is committed to providing its employees with a living wage and encourages all contractors and vendors doing business with Orange County to pursue the same goal. Orange County’s living wage is as reflected in the adopted Orange County Budget and as that budget document is amended from time to time. To the extent possible, Orange County recommends that contractors and vendors seeking to do business with Orange County provide a living wage to their employees. 10.1.2 Prior to final execution of a contract with Orange County all contractors and vendors seeking to do business with Orange County shall submit to the County’s representative a statement indicating whether those employees who will perform work on the Orange County contract are paid at least the living wage amount set out above. If such employees do not make at least the living wage amount set out above the contractor or vendor shall indicate in the statement the actual amount paid to such employees. For bid projects this statement should be submitted as part of the bid packet. This policy may be reviewed annually and updated as needed by the Manager’s Office Acknowledged Receipt by: ____________________________________________________ Company Name: ____________________________________________________________ Date: ___________________________________________________________________ DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 STATE OF NORTH CAROLINA AFFIDAVIT ORANGE COUNTY ************************** I, ____________________________(the individual attesting below), being duly authorized by and on behalf of ________________________________ (the entity bidding on project hereinafter "Employer") after first being duly sworn hereby swears or affirms as follows: 1. Employer understands that E-Verify is the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS §64-25(5). 2. Employer understands that Employers Must Use E-Verify. Each employer, after hiring an employee to work in the United States, shall verify the work authorization of the employee through E-Verify in accordance with NCGS§64-26(a). 3. Employer is a person, business entity, or other organization that transacts business in this State and that employs 25 or more employees in this State. (mark Yes or No) a. YES _____, or b. NO _____ 4. Employer's subcontractors comply with E-Verify, and if Employer is the winning bidder on this project Employer will ensure compliance with E-Verify by any subcontractors subsequently hired by Employer. This ____ day of _______________, 20__. Signature of Affiant Print or Type Name: _________________________ State of North Carolina, _________ County Signed and sworn to (or affirmed) before me, this the _____ day of ________________, 20__. My Commission Expires: Notary Public (Affix Official/Notarial Seal) DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Chapter 12 Civil Rights. Sections 12-23 – 12-49 Reserved. AN ORDINANCE PROHIBITING DISCRIMINATION THROUGHOUT ORANGE COUNTY Sec. 12-50. - Title. This Ordinance shall be known and may be cited as the Orange County Non-Discrimination Ordinance. Sec. 12-51. – Policy and Severability. (a) It is the policy of Orange County not to enter into a contract with any business, company, or firm that has discriminated in the solicitation, selection, hiring or treatment of vendors, suppliers, subcontractors or commercial customers against a Protected Class, or on the basis of any otherwise unlawful use of individual or personal characteristics regarding such vendor's, suppliers, commercial customers, employees, or owners in connection with a county contract or solicitation; provided that nothing in this non-discrimination policy shall prohibit or limit otherwise lawful efforts to remedy the effects of discrimination that has occurred or is occurring in the marketplace. 1. It is the policy of Orange County that every Orange County created contract and subcontract for goods or services shall contain a non-discrimination clause that prohibits discrimination as that term is defined herein. (b) It is further the policy of Orange County that discrimination has no place in Orange County, North Carolina and it is the intent of this ordinance to provide uniform legal protection to individuals in all Protected Classes, making it unlawful for any person to discriminate in housing, public accommodations, and transportation. (c) Should any provision of this Ordinance be found to be unconstitutional by a court of law such provision shall be severed from the remainder of the Ordinance and such action shall not affect the enforceability of the remaining provisions of the Ordinance. Sec. 12-52. - Definitions. (a) Discrimination means any disadvantage, difference, or distinction in the solicitation, selection, hiring, service to, or treatment of a vendor, supplier, subcontractor, or customer on the basis of Protected Class status or on the basis of any otherwise unlawful use of personal or individual characteristics. (b) Housing and public accommodations have the same common meaning as those terms are defined in the Orange County Civil Rights Ordinance. (c) Person means any individual, business, or company, regardless of organizational structure, providing for profit goods, facilities, services, accommodations, transportation, or access to the general public. (d) Protected Class means age (as defined in the Orange County Civil Rights Ordinance), race, ethnicity, color, national origin, religion, creed, sex, sexual orientation, gender, gender identity, gender expression, marital status, familial status, source of income, disability, political affiliation, veteran status, disabled veteran status. (e) Public Accommodation has the same meaning as that term is defined in the Orange County Civil Rights Ordinance except that for purposes of this Ordinance Public Accommodation includes: 1. Transportation companies and transportation providers operating company-owned or privately- DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 owned vehicles providing transportation to the general public; and 2. Private residences providing short-term rentals to members of the general public. A short-term rental means the provision of a room, space, or residential unit that is suitable or intended for occupancy for dwelling, sleeping, or lodging purposes, for a period of fewer than 30 consecutive days, in exchange for a charge for the occupancy. Sec. 12-53. - Contractor bid requirements. (a) All requests for bids or proposals issued for county contracts shall include a certification to be completed by the bidder or proposer in substantially the following form: The undersigned bidder or proposer hereby certifies and agrees that the following information is correct: 1. In preparing its enclosed bid or proposal, the bidder or proposer has considered all bids and proposals submitted from qualified, potential subcontractors and suppliers, and has not engaged in discrimination as defined in Section 12-52 of the Orange County Non- discrimination Ordinance. 2. Without limiting any other remedies that Orange County may have for a false certification, it is understood and agreed that, if this certification is false, such false certification will constitute grounds for Orange C ounty to reject the bid or proposal submitted with this certification, and terminate any contract awarded based on such bid or proposal. It shall also subject the bidder or proposer to disqualification from participating in county contracts or bid processes for up to two years. 3. As a condition of contracting with Orange County, the bidder or proposer agrees to promptly provide to Orange County all information and documentation that may be requested by Orange County from time to time regarding the solicitation and selection of suppliers and subcontractors in connection with this solicitation process. Failure to maintain or failure to provide such information constitutes grounds for Orange County to reject the bid or proposal and to terminate, without penalty to Orange County, any contract awarded on such bid or proposal. All such information and documentation shall be maintained for a period of three years after the expiration of the contract. 4. As part of its bid or proposal, the bidder or proposer shall provide to Orange County a list of all instances within the past ten years where a complaint was filed or pending against bidder or proposer in a legal or administrative proceeding alleging that bidder or proposer discriminated against its subcontractors, vendors, suppliers, or commercial customers, and a description of the status or resolution of that complaint, including any remedial action taken. 5. As a condition of submitting a bid or proposal to Orange County the bidder or proposer agrees to comply with the Orange County Non-discrimination Ordinance. Falsification of this certification shall constitute a violation of the Orange County Non-Discrimination Ordinance and shall be grounds for rejection of the bid or proposal or termination, without fault to Orange County, of a contract. 6. As a condition of submitting a bid or proposal to Orange County the bidder or proposer agrees that Orange County may consider the information submitted as part of this certification in its determination of the responsibility of the bidder or proposer. The bidder or proposer, as the case may be, waives the right to challenge the rejection of a bid or proposal when such rejection is based, in its entirety, on information contained in this certification. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Sec. 12-54. - Prohibited acts. (a) It shall be unlawful for any person to deny any person the full and equal enjoyment of the goods, services, facilities, privileges, advantages, and accommodations of a place of public accommodation on the basis of Protected Class status or on the basis of any otherwise unlawful use of individual or personal characteristics. (b) It shall be unlawful for any person to make, print, circulate, post, mail or otherwise cause to be published a statement, advertisement, or sign which indicates that the full and equal enjoyment of the transportation, access, goods, services, facilities, privileges, advantages, and accommodations of a place of public accommodation will be refused, withheld from, or denied any person on the basis of Protected Class status or on the basis of any otherwise unlawful use of individual or personal characteristics, or that any person's patronage of or presence at a place of public accommodation is objectionable, unwelcome, unacceptable, or undesirable on the basis of Protected Class status or on the basis of any otherwise unlawful use of individual or personal characteristics; provided, however, this section does not apply to a private club or other establishment not, in fact, open to the public. (c) It shall be unlawful for any person to intentionally or knowingly: 1. Perform or attempt to perform any act which directly or indirectly results in an individual's bodily injury or property damage where such act is directed at an individual or a group of individuals because of that person's or that group's perceived or actual Protected Class status or on the basis of any otherwise unlawful use of individual or personal characteristics. 2. Solicit, encourage, compensate, assist, or conspire with another to perform or attempt to perform any act which directly or indirectly results in an individual's bodily injury or property damage where such act is directed at an individual or a group of individuals because of that person's or that group's perceived or actual Protected Class status or on the basis of any otherwise unlawful use of individual or personal characteristics. (d) No person shall be found to have violated this Ordinance solely on the basis of the content of any speech or communication used by such person. Sec. 12-55. Exemptions. (a) All applicable exemptions found in Section 12-11 of the Orange County Civil Rights Ordinance related to housing shall apply to alleged violations of Section 12-54 of this Ordinance. Sec. 12-56. Investigation, Enforcement, and Remedy. (a) Sections 12-16 through and including 12-21 of the Orange County Civil Rights Ordinance shall be followed and adhered to during the investigation of any alleged violation of this Ordinance. Any remedies available through said sections of the Orange County Civil Rights Ordinance shall be available hereunder. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 ORANGE COUNTY NONDISCRIMINATION CERTIFICATION The undersigned bidder or proposer hereby certifies and agrees that the following information is correct: 1. In preparing its enclosed bid or proposal, the undersigned bidder or proposer has considered all bids and proposals submitted from qualified, potential subcontractors and suppliers, and has not engaged in discrimination as defined in Section 12-52 of the Orange County Non-discrimination Ordinance. 2. Without limiting any other remedies that Orange County may have for a false certification, it is understood and agreed that, if this certification is false, such false certification will constitute grounds for Orange County to reject the bid or proposal submitted with this certification, and terminate any contract awarded based on such bid or proposal. It shall also subject the bidder or proposer to disqualification from participating in county contracts or bid processes for up to two years. 3. As a condition of contracting with Orange County, the undersigned bidder or proposer agrees to promptly provide to Orange County all information and documentation that may be requested by Orange County from time to time regarding the solicitation and selection of suppliers and subcontractors in connection with this solicitation process. Failure to maintain or failure to provide such information constitutes grounds for Orange County to reject the bid or proposal and to terminate, without penalty to Orange County, any contract awarded on such bid or proposal. All such information and documentation shall be maintained for a period of three years after the expiration of the contract. 4. As part of its bid or proposal, the undersigned bidder or proposer shall provide to Orange County a list of all instances within the past ten years where a complaint was filed or pending against bidder or proposer in a legal or administrative proceeding alleging that bidder or proposer discriminated against its subcontractors, vendors, suppliers, or commercial customers, and a description of the status or resolution of that complaint, including any remedial action taken. 5. As a condition of submitting a bid or proposal to Orange County the undersigned bidder or proposer agrees to comply with the Orange County Non-discrimination Ordinance. Falsification of this certification shall constitute a violation of the Orange DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 County Non-Discrimination Ordinance and shall be grounds for rejection of the bid or proposal or termination of an existing contract, without fault or further obligation to Orange County. 6. As a condition of submitting a bid or proposal to Orange County the undersigned bidder or proposer agrees that Orange County may consider the information submitted as part of this certification in its determination of the responsibility of the undersigned bidder or proposer. The undersigned bidder or proposer, as the case may be, waives the right to challenge the rejection of a bid or proposal when such rejection is based, in its entirety, on information submitted as part of this certification. The bidder or proposer certifies the undersigned has full authority to sign on its behalf. By:________________________________________ ___________________________________________ Printed Name and Title On behalf of _________________________________ ___________________________________________ Company or Corporate name DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 1 Supplemental Vendor Information: HISTORICALLY UNDERUTILIZED BUSINESSES Historically Underutilized Businesses (HUBs) consist of minority, women and disabled business firms that are at least fifty-one percent owned and operated by an individual(s) of the categories. Also included in this category are disabled business enterprises and non-profit work centers for the blind and severely disabled. Pursuant to G.S. 143B-1361(a), 143-48 and 143-128.4, the County invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled. This includes utilizing subcontractors to perform the required functions in this RFP/RFQ. Any questions concerning NC HUB certification, contact the North Carolina Office of Historically Underutilized Businesses at (919) 807- 2330. The Vendor shall respond to question #1 and #2 below. a) Is Vendor a Historically Underutilized Business? Yes No b) Is Vendor Certified with North Carolina as a Historically Underutilized Business? Yes No If so, state HUB classification: ____________________________________________________________ DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 1 [Departmental Use Only] TITLE FY NORTH CAROLINA SERVICES AGREEMENT RFP/RFQ ORANGE COUNTY This Services Agreement (hereinafter “Agreement”), made and entered into this day of , 20 , (“Effective Date”) by and between Orange County, North Carolina a political subdivision of the State of North Carolina (hereinafter, the "County") and , (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 Services Agreement (“Agreement”) is for services to be rendered by Provider to County with respect to (insert type of project): 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 performance of these services. Provider is solely responsible for the professional Exhibit D DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 2 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) 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 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. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 3 i) The Provider shall perform as Basic Services the work and services described herein and as specified in the County’s Request for Proposals or Request for Qualifications (the “RFP”) “RFP Number for “ ” issued , 20 , and the Provider’s proposal, which are fully incorporated and integrated herein by reference together with Attachments (designate all attachments). In the event a term or condition in any referenced document or attachment conflicts with a term or condition of this Agreement the term or condition in this Agreement shall control. Should such conflict arise the priority of documents shall be as follows: This Agreement, the County’s RFP together with attachments, Provider’s Proposal together with attachments. ii) The Basic Services will be performed by the Provider in accordance with the following schedule: (Insert milestones task list, dates and fees. If milestones are not established mark N/A under Milestone Task 1.) Milestone Task Milestone Date Milestone Fee 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. iii) Should County reasonably determine that Provider has not met the Milestone Dates established in Section 3(a)(ii), County shall notify Provider of the failure to meet the Milestone Date. The County, at its discretion may provide the Provider seven (7) days to cure the breach. County may withhold the accompanying payment without penalty until such time as Provider cures the breach. In the alternative, upon Provider’s failure to meet any Milestone Date the County may modify the Milestone Date schedule. Should Provider or its representatives fail to cure the breach within seven (7) days , or fail to reasonably agree to such modified schedule, County may immediately terminate this Agreement in writing, without penalty or incurring further obligation to Provider. This section shall not be interpreted to limit the definition of breach to the failure to meet Milestone Dates. 4. Duration of Services a. Term. The term of this Agreement shall be from to . b. Scheduling of Services i) The Provider shall schedule and perform its activities in a timely manner so as to meet the Milestone Dates listed in Section 3. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 4 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 . 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 is Dollars ($ ). 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. Payment for Basic Services shall become due and payable in direct proportion to satisfactory services performed and work accomplished. Payments will be made as Project milestones as set out in Section 3(a)(ii) are achieved up to the corresponding milestone fee. (For example, Provider may invoice for the amount listed as the milestone fee corresponding to the first milestone task upon County’s acknowledgement of the satisfactory completion of Task one. Upon the County’s acknowledgement that the second Task has been satisfactorily completed Provider may invoice for that corresponding milestone fee.) Milestone fees shall be the maximum amount payable for its corresponding milestone task which shall not be altered except by written amendment. b. 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 ( ) 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 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 5 County’s Risk Manager determines additional insurance coverage is required such additional insurance shall consist of (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. 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 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 6 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 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. 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. c. Compliance with Laws. 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 anti-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.orangecountync.gov/departments/purchasing_division/contracts.php.) Any violation of this requirement 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. 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. 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 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 7 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 a suit or action. e. Entire Agreement. This Agreement, together with the RFP and its attachments and the Proposal and its attachments, 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. 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. Non-Appropriation and Government Action. 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. 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: DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 8 Orange County Provider’s Name & Address Attention: P.O. Box 8181 Hillsborough, NC 27278 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: __________________________________ Printed Name and Title DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Revised 06/21 9 ORANGE COUNTY—DEPARTMENT USE ONLY ______________________________________________________________________________ Department Party/Vendor Name: Party/Vendor Contact Person: Contact Phone: Party/Vendor Address: City State: Zip: Department: Amount: Purpose: Budget Code(s): Vendor # (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 and 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:_________ DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334 Holder Identifier : 7777777707070700077763616065553330763735764015474607663304671635132070671557046332320717050223253111107740411312630754077260355760545760770661511263213007724631512270130077727252025773110777777707000707007 6666666606060600062606466204446200622000604224000206200004260262202062000260402622020622000426026200206220006062240022062220042402600220600020626204000206222024240200400066646062240664440666666606000606006Certificate No : 570098535299 CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 03/27/2023 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 this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). 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. PRODUCER Aon Risk Services Northeast, Inc. New York NY Office One Liberty Plaza 165 Broadway, Suite 3201 New York NY 10006 USA PHONE (A/C. No. Ext): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # (866) 283-7122 INSURED 25666The Travelers Indemnity Co of AmericaINSURER A: 25615The Charter Oak Fire Insurance CompanyINSURER B: 25623The Phoenix Insurance CompanyINSURER C: 15792Underwriters At Lloyds LondonINSURER D: 25674Travelers Property Cas Co of AmericaINSURER E: INSURER F: FAX (A/C. No.):(800) 363-0105 CONTACT NAME: Woolpert, Inc. 4454 Idea Center Boulevard, Suite 4100 Dayton OH 45430 USA COVERAGES CERTIFICATE NUMBER:570098535299 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.Limits shown are as requested POLICY EXP (MM/DD/YYYY) POLICY EFF (MM/DD/YYYY) SUBR WVD INSR LTR ADDL INSD POLICY NUMBER TYPE OF INSURANCE LIMITS COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR POLICY LOC EACH OCCURRENCE DAMAGE TO RENTED PREMISES (Ea occurrence) MED EXP (Any one person) PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG X X X X GEN'L AGGREGATE LIMIT APPLIES PER: $1,000,000 $1,000,000 $15,000 $1,000,000 $2,000,000 $2,000,000 A 03/01/2023 03/01/2024P6300R561380TIA23 PRO- JECT OTHER: AUTOMOBILE LIABILITY ANY AUTO OWNED AUTOS ONLY SCHEDULED AUTOS HIRED AUTOS ONLY NON-OWNED AUTOS ONLY BODILY INJURY ( Per person) PROPERTY DAMAGE (Per accident) X BODILY INJURY (Per accident) $1,000,000C03/01/2023 03/01/2024 COMBINED SINGLE LIMIT (Ea accident) 810-2W206561-23-43-G EXCESS LIAB X OCCUR CLAIMS-MADE AGGREGATE EACH OCCURRENCE DED $10,000,000 $10,000,000 $10,000 03/01/2023UMBRELLA LIABE 03/01/2024CUP2W73426523NF RETENTIONX X E.L. DISEASE-EA EMPLOYEE E.L. DISEASE-POLICY LIMIT E.L. EACH ACCIDENT $1,000,000 X OTH- ER PER STATUTEB03/01/2023 03/01/2024 $1,000,000 Y / N (Mandatory in NH) ANY PROPRIETOR / PARTNER / EXECUTIVE OFFICER/MEMBER EXCLUDED?N / AN WORKERS COMPENSATION AND EMPLOYERS' LIABILITY If yes, describe under DESCRIPTION OF OPERATIONS below $1,000,000 UB4W7689952343E Per Claim/AggregatePSDEF230112403/01/2023 03/01/2024 Clms Md - Prof/Pollution $750,000SIR E&O - Professional Liability - Primary D SIR applies per policy terms & conditions $5,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CANCELLATIONCERTIFICATE HOLDER AUTHORIZED REPRESENTATIVEOrange County, NC PO Box 8181 Hillsborough NC 27278 USA ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. DocuSign Envelope ID: F3ECCCC4-11C5-4B8B-A148-28FAABFF6334