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2023-221-E-Planning Dept-Clarion Associates-Develop a Comprehensive Land Use Plan
Revised 04/23 VENDOR REQ v1 1 [Departmental Use Only] TITLE Comprehensive Land Use Plan FY 2023-24 NORTH CAROLINA CLARION SERVICES AGREEMENT RFP/RFQ ORANGE COUNTY This Services Agreement (hereinafter “Agreement”), made and entered into this 22nd day of May, 2023, (“Effective Date”) by and between Orange County, North Carolina a political subdivision of the State of North Carolina (hereinafter, the "County") and Clarion Associates, LLC, (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): developing a Comprehensive Land Use Plan. 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 DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA Revised 04/23 VENDOR REQ v1 2 with applicable federal, state and local laws and regulations applicable to the performance of these services. Provider is solely responsible for the professional quality, accuracy and timely completion and submission of all work related to the Basic Services. ii) Provider shall be responsible for all errors or omissions of its agents, contractors, employees, or assigns in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts at no additional cost to the County. iii) The Provider shall not, except as otherwise provided for in this Agreement, subcontract the performance of any work under this Agreement without prior written permission of the County. No permission for subcontracting shall create, between the County and the subcontractor, any contract or any other relationship. iv) Provider is an independent contractor of County. Any and all employees of the Provider engaged by the Provider in the performance of any work or services required of the Provider under this Agreement, shall be considered employees or agents of the Provider only and not of the County, and any and all claims that may or might arise under any workers compensation or other law or contract on behalf of said employees while so engaged shall be the sole obligation and responsibility of the Provider. v) If activities related to the performance of this Agreement require specific licenses, certifications, or related credentials Provider represents that it or its employees, agents and subcontractors engaged in such activities possess such licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation. 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-OC 5378 for “Request for Proposals to Develop a Comprehensive Land Use Plan” issued February 6, 2023, and the Provider’s proposal, which are fully incorporated and integrated herein by reference together with Attachments A - Deliverable and Fee Schedule (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 schedule established in Attachment A. 4. Duration of Services DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA Revised 04/23 VENDOR REQ v1 3 a. Term. The term of this Agreement shall be from date of contract execution to September 30, 2025. 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) The Commencement Date for the Provider's Basic Services shall be June 30, 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 One hundred eighty eight thousand, two hundred and four Dollars ($188,204). 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 (Cy Stober) 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 DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA Revised 04/23 VENDOR REQ v1 4 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 N/A (if no additional insurance required mark N/A as being not applicable). Provider shall not commence work until such insurance is in effect and certification thereof has been received by the County's Risk Manager. 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 DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA Revised 04/23 VENDOR REQ v1 5 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 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. DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA Revised 04/23 VENDOR REQ v1 6 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 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 DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA Revised 04/23 VENDOR REQ v1 7 certified or registered mail, return receipt requested to the following: Orange County Provider’s Name & Address Attention: Bonnie Hammersley Clarion Associates, LLC P.O. Box 8181 101 Market Street, Ste.D Hillsborough, NC 27278 Chapel Hill, NC 27516 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, Orange County Manager By: __________________________________ Leigh Anne King, Director, Clarion Associates, LLC Printed Name and Title DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 5/22/20235/23/2023 Revised 04/23 VENDOR REQ v1 8 ORANGE COUNTY—INTERNAL USE ONLY ______________________________________________________________________________ Finance Information Vendor Name: Clarion Associates, LLC Vendor Contact Person: Leigh Anne King Phone: 919-967-9188 Address: 101 Market Street, Ste. D City Chapel Hill State: NC Zip: 27516 Department: Planning and Inspections Amount: $188,204 Purpose: Develop a Comprehensive Land Use Plan Budget Code(s): 10695020-719037-72090 Vendor # 57017 Vendor Status with NCSOS: # 0560098 Vendor is a BOCC consultant: Yes No Contract Details Contract Type: New Amendment (Original Contract: ) (Most Recent Amendment ) Effective Date 5/22/2023 End Date 9/30/2025 Notice Date (Notice Purpose ) Award Approved by Board (Agenda Date: 5/16/2023); Made or Administered by Signature Authority - BOCC Express Delegation (Agenda Date: 5/16/2023) - Policy 9.4: Under $5,000; Service Under $90,000; Construction Under $250,000 - Budget Policy Section XV (Capital Improvement Project: ) Bidding Informal Bidding ($30k-$90k); Formal RFP ($90k+); Other (<$30k); Exception(# ) Department Affirmation 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. Services related to this agreement have already begun or been completed. Description of the nature of the emergency condition that was addressed: Department Director’s Signature ________________________________________ Date: ________ Information Technologies This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer___________________________________ Date: ________ Inapplicable because no hardware/software purchases or related services 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 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: Received for record retention: DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 5/22/2023 5/23/2023 5/23/2023 5/23/2023 Revised 04/23 VENDOR REQ v1 9 Office of the Clerk to the Board __________________________________________Date:_________ DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 1 Orange County Comprehensive Land Use Plan Atachment A: Deliverable and Fee Schedule The Provider consultant team will be led by Clarion Associates and will include subconsultants Equinox, Tate Consul�ng, and a license with the Konveio public engagement pla�orm. The Orange County Comprehensive Land Use Plan will be developed using a five phase process that incorporates the specific services incorporated in the Comprehensive Plan RFP. Phase 1: Launch Project Phase 2: Iden�fy New Issues & Opportuni�es Phase 3: Evaluate Planning Influences Phase 4: Develop the Plan Phase 5: Adopt the Plan PHASE 1: LAUNCH PROJECT In Phase 1, Clarion will gather informa�on, establish the working rela�onship between the consultant team and County staff (i.e., the “Project Team”), and engage the County’s leaders, stakeholders, and Steering Commitee during the project kickoff week. The culmina�on of this phase is a summary of issues and opportuni�es for the new plan to address. Cri�cal tasks will include development of the Project Management Plan, a Staff-Consultant Project Team kickoff mee�ng; collec�on and review of relevant data, plans, and studies; a kickoff mee�ng with the Steering Commitee to confirm the objec�ves for the project and discuss the big opportuni�es and issues DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 2 Orange County Comprehensive Land Use Plan this plan should explore and address. Stakeholder interviews will be conducted. The project iden�ty, branding, and project website will also be prepared during this phase. Task 1.1: Kickoff Mee�ng with Staff The project will be ini�ated with a weeklong series of kickoff mee�ngs. First, the Clarion team will prepare for and help facilitate an in-person project kickoff mee�ng with the County’s project management team. During this mee�ng, the project team (staff and consultants) will discuss the key components of the Project Management Plan (Task 1.5), including the Public Engagement Plan, and make decisions about mee�ng coordina�on, communica�on protocols, the project schedule, and general objec�ves for the effort. The project team will conduct a mapping exercise to discuss the County’s planning area and iden�fy specific geographic areas that are notable in terms of growth management, redevelopment, u�lity infrastructure, transporta�on enhancements or challenges, environmentally sensi�ve areas, important rural and farmland protec�on areas, intergovernmental agreements, and other future land use challenges and opportuni�es. Task 1.2: Kickoff Mee�ng with Steering Commitee (in-person) In coordina�on with the County’s project manager and staff team, the Clarion team will facilitate a kickoff mee�ng with the Orange County Comprehensive Land Use Plan (CLUP) Steering Commitee. The focus of this mee�ng is introduce the Steering Commitee to the Project Team; discuss the overall approach and schedule for the project; define the roles and responsibili�es of different en��es involved in the process; explore the Steering Commitee members’ general objec�ves for the project, objec�ves for public engagement, and the “big ideas” for the community’s future. Task 1.3: Stakeholder Interviews During the kickoff week, the Clarion team will work with County Staff to facilitate individual or small group structured interviews with the following stakeholders. The County will prepare the list of stakeholders and contact informa�on and send out an ini�al communica�on to stakeholders about the project and the request for an interview. The Clarion team will schedule interviews directly with stakeholders. Interviews can be topically focused allowing leadership, staff, and partners to join in discussions. • County Leadership: County Commissioners, Planning Board members, and Advisory Board members (including Affordable Housing, Agricultural Preserva�on, Commission for the Environment, Economic Development, Historic Preserva�on, Parks and Recrea�on, Orange Unified Transporta�on Board, and Solid Waste); • County Staff: Leaders of County departments (County Manager; Community Rela�ons; Environment; Agriculture & Parks and Recrea�on; Economic Development; Emergency Services; Health; Housing, Office of Equity and Inclusion, Planning and Inspec�ons; Sheriff’s Office; Solid Waste; Visitors Bureau); • County Partners: partner agencies, including Orange County Schools, Chapel-Hill Carrboro City Schools, OWASA, Hillsborough U�lity Department, Mebane Public U�li�es Department, TJCOG, TARPO, BGMPO, DCHC MPO; and • Neighboring and Partner Jurisdic�ons: Representa�ves of neighboring municipali�es and coun�es. DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 3 Orange County Comprehensive Land Use Plan The purpose of the interviews is to prepare an early diagnosis of cri�cal planning issues and opportuni�es that will help guide plan development. Team members will meet individually with stakeholder groups to provide maximum availability to meet interviewees and use a combina�on of in-person and virtual mee�ngs. Interview notes will be prepared, and a summary of interview themes will be prepared and shared with the County’s project management team. Task 1.4: Reconnaissance Trip with County Staff Team The Clarion team will tour the County’s planning area. Prior to the tour, the Clarion team will work with the County’s project management team to iden�fy cri�cal areas to view in person and priori�ze those loca�ons where change is expected, growth pressures exist, or areas that have strong support for preserva�on. The Clarion team will take photographs of cri�cal loca�ons and begin to create a profile of the paterns and growth trends in Orange County, specifically as it has changed since the last plan update. Task 1.5: Develop Project Management Plan Following the project kickoff week, the Clarion team will prepare a cloud-based tool available to all project team members that will document all project management details. This tool will document the agreed upon details of the project schedule, mee�ng schedule and loca�on of project mee�ng summaries, approach for project team communica�ons, public engagement tracking and coordina�on, approach for monthly management responsibili�es, roles and responsibili�es of all engaged par�es, and process for decision-making during the planning process. This includes scheduling, hos�ng, and preparing agendas for monthly project management mee�ngs with the County’s project managers to provide status updates and coordinate on prepara�on of upcoming deliverables and events. This online document will serve as a project management working guide and will be updated throughout the process. Task 1.6: Collect and Inventory ArcGIS Data, Policy Documents, and Relevant Studies The Clarion team will partner with Orange County staff in the development of GIS analyses and maps. First, Clarion will prepare a data request memorandum for all basic ArcGIS mapping data, plans, reports, and studies (not available online) for the County staff to collect and share with the Clarion team. Orange County will collect, organize, classify, and upload GIS layers and documents requested via a geodatabase to a secure data sharing site provided by the Clarion team. Then Clarion team will then prepare a map template and basemap that can be used by both the County and Clarion team throughout the project. Task 1.7: Develop Public Engagement Branding The Clarion team will work with Orange County Staff to develop project branding materials and a project website. The public engagement branding strategy will include the following: • Project Iden�ty - The Clarion team, in coordina�on with County Staff, will develop a project iden�ty and brand (name, logo and tagline) that will generate interest in the planning process. Inputs from the County’s leadership and the Steering Commitee on the project iden�ty will be requested during the kickoff mee�ngs. • Engagement Objec�ves – Building off the inputs provided by the Steering Commitee at their kickoff mee�ng (Task 1.2), the Clarion team will prepare a set of public engagement objec�ves that can be placed on the project website and used to evaluate public engagement outcomes during the process. Public engagement objec�ves could include community representa�on of DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 4 Orange County Comprehensive Land Use Plan engagement par�cipants, targets for diversity and inclusion, numeric targets for engagement, transparency of the engagement process, and other objec�ves. • Key Messages – Clarion can work with County Staff to develop a common set of key project messages. These messages can be posted to the project website and used in presenta�ons and other engagement materials to consistently message the project. • Branded Project Website - The Clarion team will prepare a branded project website that will become the heart of the plan’s communica�ons. The site will contain presenta�on materials from workshops and other engagement opportuni�es, the project schedule and process graphic, informa�on on engagement events and project mee�ngs, a document inventory, and host dra�s of the plan. It could include project background, resources, news, and informa�on about how to get involved. • Public Engagement Coordina�on - The Clarion team will leverage the cloud-based Project Management Plan to document the public engagement and publicity approach for each community engagement window. This will outline engagement objec�ves, engagement window scheduling, engagement approach for each engagement window, and other details. This tool will be a working guide to public engagement and will be updated throughout the process. Summary of Phase 1: Launch Project Deliverables: Clarion Team Responsibilities County Staff Responsibilities • Project Management Plan • Context Mapping • Data Request Memo • Project Branding • Scheduling Stakeholder Interviews and preparing summary of interviews • Project Website • Participate in kick-off meetings and situation mapping • Provide data and GIS • Coordinate logistics for and scheduling of meetings for all but stakeholder interviews • Affirm project branding materials and review project website • Monthly project management meeting Meetings: • Staff Meeting • Steering Committee Meeting #1, in-person • Reconnaissance Tour • Stakeholder Interviews Schedule Duration: One month after project initiation PHASE 2: IDENTIFY NEW ISSUES AND OPPORTUNITIES Phase 2 focuses on understanding the guidance and community inputs in the County’s new Strategic Plan and other County plans and launching the project with greater public. The purpose of this phase is to confirm the new issues and opportuni�es iden�fied in Phase 1 and capture feedback from the Steering Commitee and the public on poten�al new policy direc�ons for the Comprehensive Land Use Plan. Phase 2 will overlap with Phase 3 to provide opportuni�es to educate the public about the County’s key trends and planning influences. DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 5 Orange County Comprehensive Land Use Plan Phase 2.1: Develop Current Policy Profile The Clarion team will prepare an exis�ng policy summary document that synthesizes the policy guidance included in relevant County plans including the future Strategic Plan, the One Orange County Racial Equity Plan, Orange County Transit Plan, Parks Master Plan, all exis�ng land use and small area plans, and a summary of recently adopted municipal plans. This policy profile will be organized to provide a concise summary of policy guidance provided by planning topic. It will iden�fy the general direc�on of policies on different topics and the document providing this direc�on. This document will serve as the baseline of County policies for developing the new plan’s policies. The Clarion team will work with County Staff to iden�fy which policy documents or sec�ons of documents are s�ll relevant. A dra� will be provided for staff review and comment. It will be shared with the Steering Commitee and will be posted to the project website for viewing by community residents. The link to this policy profile can be distributed widely through the community with the explana�on that it summarizes the founda�onal adopted policies that this planning process will build upon. Phase 2.2: Steering Commitee Mee�ngs #2-#5 The Clarion team will facilitate a series of Steering Commitee mee�ngs as follows: • Mee�ng #2 (virtual): Report on key findings from stakeholder interviews, provide update on Current Policy Profile, and discuss approached for Community Engagement Window (CEW) #1 • Mee�ng #3 (virtual): Present final approach for CEW #1, discuss roles for Steering Commitee members at CEW #1, and provide early snapshot of trends and planning influences data • Mee�ng #4 (virtual): Present Current Policy Profile and provide preliminary CEW #1 findings • Mee�ng #5 (virtual): Present final CEW #1 report, present New Issues and Opportuni�es Report, share plan for briefing Planning Board and Board of County Commissioners Task 2.3: Prepare Equity Database Tate Consul�ng will work with Orange County Staff, and poten�ally the Office of Equity and Inclusion to develop an “equity database” to include leaders, nonprofits, and allies in the underserved community that have a stake in Orange County’s future. These members of the community will be important allies in the planning process and strategic outreach approaches can be taken to engage these community members to ensure that the process is engaging the hardest to reach popula�ons, including Black/ African American, Hispanic/La�no, LGBTQIA+, persons with disabili�es, persons suffering from homelessness, and other community members that have been historically disadvantaged. Task 2.4: Community Engagement Window #1 (CEW #1) – Confirming Community Aspira�ons The Confirming Community Aspira�ons community engagement window is focused on accomplishing three objec�ves: tes�ng and confirming cri�cal planning issues to address in the plan, defining community aspira�ons for Orange County in 2045, and sharing preliminary data and trends that have an impact on the County’s future. We recommend a two-phase community engagement approach that launches the project with an in-person workshop and follows the workshop with virtual engagement analogous to the workshop for a period of weeks. In addi�on, our proposed approach includes an op�onal series of targeted mee�ngs that can be used on an as needed basis throughout the project engagement windows DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 6 Orange County Comprehensive Land Use Plan to engage harder to reach community members. These mee�ngs would be led by Tate Consul�ng. Steering Commitee members can play a role as plan ambassadors at the workshop. There are many tested ac�vi�es that our team can leverage for this milestone. These include asset mapping, individual or small group discussions to respond to key policy direc�on ques�ons, places to protect and change mapping ac�vity, ranking aspects of community planning, “Did You Know?” trivia ques�ons about the County, idea walls, and other fun ac�vi�es. Ac�vi�es would be developed to ensure that all learning from previous planning ac�vi�es, namely the Strategic Plan, are considered and efforts are not duplicated. The Clarion team can provide adver�sing and publicity guidance to the County during this period to maximize responses and track respondents to make sure targeted community members are par�cipa�ng. This can include prepared social media content, a press release, and email content, as well as leveraging the equity database through targeted eblasts and mailings. The team can also prepare a “mee�ng-in-a- box” set of materials that would allow Steering Commitee members, County leaders, and Staff to host or present the materials at smaller community mee�ngs and engage residents using a decentralized approach. Once the engagement window has closed, the Clarion team will prepare a report on the results of the engagement window, including an assessment of how well community engagement objec�ves were achieved. This report will include a summary of responses and verba�m documenta�on to provide a clear and transparent report of the inputs received. This will build trust in the process and serve as an important report for guiding development of the plan. Task 2.5: Summary of New Issues and Opportuni�es The Clarion team will prepare a succinct summary of new issues and opportuni�es based on vision and policy themes generated from stakeholder interviews, Steering Commitee discussions, and inputs received through public engagement. This document will serve as the founda�on for policy discussions with County Staff, the Steering Commitee, the Planning Board, and the BOCC that will guide development of the new CLUP. First a County Staff review dra� will be prepared and then a Steering Commitee review dra�. Following these reviews, the Clarion team will finalize the document for sharing with the Planning Board, Board of County Commissioners, and pos�ng to the project website. Task 2.6: Briefings to Planning Board and Board of County Commissioners A briefing presenta�on will be prepared to share with the Planning Board and Board of County Commissioners that summarizes the engagement efforts, analysis, and summary of new issues and opportuni�es completed through Phases 1 and 2. Key findings from Phase 3 work, that is occurring concurrently with Phase 2, will also be presented at this briefing. The Clarion team will coordinate with County Staff to present these briefings at regularly scheduled mee�ngs of the boards. The purpose of these presenta�ons is to brief the boards on the project status and findings and engage members in discussion about the direc�on of the plan. DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 7 Orange County Comprehensive Land Use Plan Summary of Phase 2: Identify New Issues and Opportunities Deliverables: Clarion Team Responsibilities County Staff Responsibilities • Current Policy Profile • Materials for Steering Committee meetings • Community Engagement Window #1 presentation and materials • Summary of Engagement Window #1 Results • Summary of New Issues and Opportunities • Briefings to BOCC and Planning Board briefings • Update project website • Review and provide consolidated comments on Current Policy Profile • Review and provide consolidated comments on meeting materials • Coordinate logistics for meetings and events and distribution of materials • Publicize launch of project and Community Engagement Window #1 opportunity • Monthly project management meeting Meetings: • Steering Committee Meetings #2-#5 • Community Engagement Window #1 • Planning Board and Board of County Commissioner Briefings Schedule Duration: Months 2-6 PHASE 3: EVALUATE PLANNING INFLUENCES Concurrent with Phase 2, Phase 3 will evaluate the planning influences facing Orange County, including documenta�on of how the community has changed since the 2030 Comprehensive Plan was developed and projec�ons for future popula�on and growth. This assessment will build off the analysis conducted for the Orange County Strategic Plan and other relevant County or partner agency analysis produced in the last few years. The product will be a compendium “Fact Book” that will address the full range of planning topics and can be used throughout the process. The Clarion Team and County Staff will work in partnership to develop the Fact Book. Clarion will prepare the annotated outline for the report, strategy for analysis, document dra�ing and forma�ng, and GIS analysis assistance as needed. County Staff will prepare GIS maps and GIS analyses as guided by the Clarion team and review the staff review dra�. The Steering Commitee will be briefed at monthly mee�ngs on the outcomes of these analyses. Finally, a community open house will share the findings of the Fact Book and solicit feedback on related policy ques�ons. Task 3.1 Develop the Fact Book This task documents the trends and condi�ons for a broad array of community planning topics along with analyzing future planning influences that are important considera�ons for developing plan policies. This “Fact Book” will include maps, charts, and tables of data that paint a complete picture of Orange County and will leverage recent analyses prepared by the County and regional partners, including the Triangle J Council of Governments. This Fact Book can either be prepared as a tradi�onal technical report with mul�ple sec�ons or built as an ESRI Storymap organized to be more accessible to the broader community. It will be presented to the Steering Commitee and made available to the public through the project website. This Fact Book will be developed as a series of specialized subtasks lead by Clarion team topic experts. Task 3.1.1: Analyze Sociodemographic Trends The Clarion team will work with County Staff to iden�fy and analyze the cri�cal sociodemographic trends that tell the story of the County’s residents over �me and will leverage other data analyses included in DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 8 Orange County Comprehensive Land Use Plan other County plans. Racial, ethnic, age, and na�onal origin diversity; household profiles including cost- burdened status, household income by census tract, and poverty levels; and other data will be assessed and depicted through easy to read charts and infographics. The H+T Index prepared by the Center for Neighborhood Technology will be leveraged to show the combined effects of housing and transporta�on costs on households in Orange County. A map of “equity opportunity areas” will be iden�fied that depict vulnerable communi�es that are low- income, communi�es of color, are cost-burdened or have other equity challenges. The U.S. Center for Disease Control’s Social Vulnerability Index (SVI) can be leveraged to iden�fy equity opportunity areas. This map can be used in other assessments to iden�fy overlapping condi�ons where equity plays a role in determining future policy direc�on. Issues related to providing services to an aging popula�on driven by re�rees and aging baby boomers will be addressed in this analysis. The Clarion team will prepare popula�on projec�ons by evalua�ng mul�ple projec�on sources and will coordinate with County Staff to ensure data used align with sta�s�cs provided in other County documents. Task 3.1.2: Analyze Built Environment Condi�ons and Trends Clarion and County Staff will work collabora�vely to iden�fy and analyze the cri�cal built environment condi�ons and trends. This includes map-based and tabular assessments of exis�ng land use, zoning, and building permit trends by type of use. This will address joint planning areas where the County shares or has conveyed development review authority to the municipali�es and iden�fy “hot spot” future land use areas that are receiving growth pressures or are targets for change. Housing will be evaluated to iden�fy paterns with respect to housing value, type of unit, and housing asset mapping that shows areas that with and without proximate access to employment, shopping, healthcare, and transit accessibility. Deed restricted affordable housing units will also be documented, if data is available. The analysis will also include future development suitability that iden�fies places that are not limited by physical or regulatory constraints to development. An evalua�on of buildout capacity under current zoning regula�ons will be conducted to iden�fy the County’s development poten�al. Using the annual development trends, an assessment of supply and demand of land for future types of development will be assessed. This will serve as the basis for evalua�ng land use alterna�ves in Phase 4. The Clarion team will work with the County’s project manager and Director of Economic Development and others iden�fied by the County to iden�fy employment opportunity sites within suitable areas for development. If data is available, broadband service areas will be mapped to iden�fy areas that are underserved and will be considered in rela�on to equity opportunity areas. Task 3.1.3 Analyze Natural Environment, Parks and Recrea�on, and Working Lands Condi�ons and Issues Equinox will work to iden�fy current environmental condi�ons and related issues that could include, but would not be limited to, energy/sustainability ini�a�ves, water quality, working lands/farmlands, parks and recrea�on, and natural lands. An analysis of current policies, programs, plans, and mapping informa�on will tell the story of what condi�ons exist in Orange County and how the County is currently addressing those condi�ons. An example of this analysis could include a review of the County’s current stormwater and flooding policies and ordinances to recommend improvements to best achieve the intended results. Another example could be evalua�ng the County’s prime farmlands and high-value natural resource areas and analyzing the efficacy of the current level of land protec�on derived through DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 9 Orange County Comprehensive Land Use Plan policy. These analyses will consider the equity opportunity areas (Task 3.1.1), which can be used as an overlay upon environmentally sensi�ve areas and iden�fy cri�cal areas for focusing policy efforts. Task 3.1.4: Iden�fy Climate-related Vulnerabili�es and Natural Hazards Equinox will leverage the Orange County Climate Ac�on Plan and the Eno-Haw Regional Hazard Mi�ga�on Plan to iden�fy key acute and chronic climate-related vulnerabili�es within the County. This includes vulnerabili�es to property, homes, emergency service facili�es, hospitals, roads and transporta�on, and community services. Near term, mid-term, and long-term poten�al climate changes using the NOAA Climate Explorer Tool will be summarized. The results of the most recent Eno-Haw Regional Hazard Mi�ga�on Plan’s cri�cal facili�es and loss es�ma�ons will be incorporated into this analysis. This will be accomplished by pinpoin�ng cri�cal assets in the County and their vulnerabili�es to threats from climate change. It is important to iden�fy indirect impacts as well, such as impacts due to interrup�on or loss of services. These causes and indicators will be assessed and documented. Task 3.1.5: Summarize Transporta�on Planning, Condi�ons, and Trends The Clarion team will prepare a summary of relevant data and informa�on pertaining to the County’s current and future transporta�on system. This effort will leverage transporta�on planning of the Triangle Area Rural Planning Organiza�on (TARPO), Burlington-Graham Metropolitan Planning Organiza�on (BGMPO), and the Durham-Chapel Hill Metropolitan Planning Organiza�on (DHCH MPO) planning efforts. The team will review exis�ng plans, policies, and projects related to transporta�on, including the recently completed 2022 Orange County Transit Plan. Task 3.1.6: Evaluate Public Facili�es and Services Condi�ons, and Trends The Clarion Team will prepare an assessment of exis�ng public facili�es and services provided by the County and partners (Orange County Schools and par�cipa�ng u�li�es). At a minimum, these services and facili�es will include public u�li�es, solid waste, public safety (Sheriff, fire, EMS), emergency management, and libraries. This assessment will document exis�ng facili�es and services, capaci�es, and any plans for enhancing or increasing levels of service. This will also include a mapped assessment of where facili�es exist in rela�onship to the equity opportunity areas iden�fied in Task 3.1.1 and make ini�al recommenda�ons for future facili�es and services needs to improve access to underserved popula�ons. Finally, this assessment will determine whether exis�ng facili�es and services are expected to adequately support projected future growth. Task 3.2: Steering Commitee Mee�ng #6 (In-Person) The Clarion team will facilitate a sixth in-person mee�ng of the Steering Commitee to present the Fact Book findings and iden�fy related policy ques�ons. Summary of Phase 3: Evaluate Planning Influences Deliverables: Clarion Team Responsibilities County Staff Responsibilities • Materials for Steering Committee meetings • Fact Book • Update project website • Prepare GIS analysis and maps for Fact Book • Review and provide consolidated comments on Fact Book • Review and provide consolidated comments on meeting materials DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 10 Orange County Comprehensive Land Use Plan Summary of Phase 3: Evaluate Planning Influences Deliverables: Clarion Team Responsibilities County Staff Responsibilities • Coordinate logistics for meetings and events and distribution of materials • Monthly project management meetings Meetings: • Steering Committee Meetings #4-#6 Schedule Duration: Months 3-8 PHASE 4: DEVELOP PLAN Phase 4 builds off the prior work completed and results in a new public review dra� of the Orange County Comprehensive Land Use Plan (CLUP). This new plan will include refined vision, goals, policies, and implementa�on ac�ons as well as a new Growth and Conserva�on Framework Map and categories to guide development and conserva�on efforts. Community engagement windows #2 and #3 will engage residents in discussions about policy choices and request reac�ons to the dra� plan components. The cumula�ve inputs from community engagement windows #1-#2 along with the technical findings of Phase 3 will be the founda�on for Plan development. The specific chapters to be included in the Plan will be decided in partnership with County Staff and Steering Commitee to allow for development of the Plan concurrent with other work in Phases 2-4. The Plan will address the full range of comprehensive plan topics, will include an execu�ve summary, and will also include historical background that explains the evolu�on of the County’s cultural and policy context. The Comprehensive Plan will be organized thema�cally and designed using a systems-based approach that acknowledges and supports the linkages between planning topics, such as the importance of environmental and rural character protec�on for economic development success. From the outset, the Plan will be dra�ed to address equity in all aspects within the community, including environmental jus�ce, transporta�on access, access to affordable housing, access to jobs and job training, access to services and shopping needs, and access to recrea�onal and health ameni�es. The Plan can also set out specific metrics for tracking Plan implementa�on over �me. The Implementa�on sec�on can set out priori�es for implementa�on or guide the Board of County Commissioners as they make annual decisions for priority ini�a�ves and projects to implement considering available resources. Task 4.1: Develop Dra� Plan Framework, Vision, and Goals The Clarion team will prepare a staff review dra� of the dra� Plan Framework (structure and organiza�on of plan) as well as new community vision themes and plan goals. The team will prepare revisions based on staff feedback and prepare for review by the Steering Commitee. Task 4.2: Project Team Work Session – Growth and Conserva�on Framework The County Staff team and the Clarion team will conduct a project team work session focused on the land use framework for the County (i.e., the future land use map and classifica�ons). This will be an in-person full-day work session aimed at preparing 3-4 land use alterna�ves for project team considera�on and defining the future land use map and classifica�ons that will guide future land development decisions. DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 11 Orange County Comprehensive Land Use Plan This collabora�ve effort will focus on the cri�cal planning linkage between land use and transporta�on, and will consider economic, resiliency, environmental, working lands, and equity issues that play a role in shaping the community. Land use areas will be defined by placemaking priori�es envisioned for each unique area. Iden�fica�on of new development standards needed or zoning changes required will be part of the discussion. A SWOC (Strengths, Weaknesses, Opportuni�es, and Challenges) analysis will be prepared for each of the 3-4 land use alterna�ves, with a par�cular emphasis on how equity is impacted by land use alterna�ves and an evalua�on of how well each alterna�ve aligns with currently adopted policies iden�fied in Task 2.1. Task 4.3: Development of Land Use & Development Recommenda�ons Report The Clarion team will compile the results of Task 4.2 into a report format for review by the project Steering Commitee. At Steering Commitee mee�ng #8, the Commitee will discuss the findings of the report and be led through a facilitated full or small group discussion to iden�fy the preferred aspects of each alterna�ve to include in the public review dra� of the plan. Task 4.4: Develop Plan Policies and Ac�ons The Clarion team will build off the previous tasks and develop a dra� set of policies and implementa�on ac�ons for each plan chapter. We an�cipate that this will include the full range of comprehensive planning topics included in the RFP on pages 13-14. The organiza�on of the policies, strategies, and ac�ons will follow the plan framework iden�fied in Task 4.1. The Clarion team will evaluate the equity implica�ons of all policies and make recommenda�ons to support vulnerable popula�ons. Addi�onal special policy considera�ons are discussed below. Task 4.4.1 Resiliency and Hazard Mi�ga�on Policies, Strategies, and Ac�ons Equinox will iden�fy policies, strategies, and ac�ons that will be effec�ve in reducing community vulnerability to climate and non-climate related hazards. Strategies and ac�ons related to land use are especially relevant. These will guide recommended infrastructure investments and design standards, community preparedness tac�cs, and emergency management and stormwater approaches. Depending on the projected growth paterns throughout the County, there is a need to build resilience into the growth strategy prior to new development occurring. Primary threats and types of considera�ons also vary throughout geographic areas of the County so these may need to be tailored for specific areas. As an example, the County may want to focus new affordable housing developments in areas that are less exposed to hazards (such as flooding), while simultaneously loca�ng in areas with other desirable characteris�cs (such as access to transit and proximity to grocery stores). A series of policy statements and implementa�on strategies and ac�ons will be developed and located within each appropriate plan chapter to reinforce these objec�ves. Task 4.4.2 Transporta�on Policies, Strategies, and Ac�ons The Clarion team will develop transporta�on policies, strategies, and ac�ons with a focus on the linkage between transporta�on, land use, and equity, all of which is key to planning an accessible mul�-modal transporta�on network. Building from work in Task 3.2.5 and other tasks, the team will develop a set of transporta�on policies, strategies, and ac�ons to integrate land use and transporta�on, and future community and economic development efforts. DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 12 Orange County Comprehensive Land Use Plan Task 4.4.3 Environment, Recrea�on and Parks, Working Lands, and Open Spaces Policies, Strategies, and Ac�ons Equinox will develop a series of policy statements, implementa�on strategies, and ac�ons. Strategy and ac�on recommenda�ons could include, but are not limited to: natural environment; working lands, farmland, and food; sustainability; conserva�on; and parks and greenways/trails. Our team will work with the County to ensure there is an equitable distribu�on of investments and strategies that serve all. If strategies need to be communicated visually, maps may be employed to show future recrea�on, conserva�on, and farmland strategies. An example of this could be a Farmland & Conserva�on Map showing priority conserva�on areas and highligh�ng programs. Another example could be a Healthy Community Map showing all exis�ng and proposed recrea�on/greenway assets, highligh�ng regional ini�a�ves like the Mountains-to-Sea Trail, and indica�ng any new park and recrea�on strategies or proposed investments. Task 4.4.4 Land Use and Character Policies, Strategies, and Ac�ons The Land Use and Character policies, strategies, and ac�ons will be developed to provide overall County land use guidance as well as specific guidance to unique planning areas. The policies will describe land use priori�es that are supported by the community and iden�fy strategies to support development of these uses. Strategies and ac�ons can also include incen�ves or new standards to support the development forms envisioned for the County. Exis�ng policy direc�on that is s�ll relevant (iden�fied in Task 2.1) will be incorporated. This sec�on of the plan will also include the Growth and Conserva�on Framework map and categories that will designate all lands within the County’s planning and zoning jurisdic�on. These categories will define the general character, land uses, and general form of development envisioned in each area. Form characteris�cs will be coordinated with transporta�on planning efforts to ensure that land use and transporta�on policies are suppor�ng the same character objec�ves. This will create a framework for any necessary small area planning efforts that may be recommended for implementa�on through the plan, including any updated needed to joint planning areas with municipali�es. This will be a collabora�ve team effort that will consider economic, environmental, and social equity considera�ons to iden�fy the most appropriate loca�ons for different uses and types of character. Special efforts will be taken to implement the guidance provided in the One Orange County Racial Equity Plan and the County’s Strategic Plan to respond to changing housing needs of BIPOC popula�ons and persons suffering from homelessness and those experiencing mental health condi�ons. This is also an opportunity to support the County’s current policies to promote development along exis�ng public transporta�on routes and support development of affordable housing near transporta�on facili�es and jobs. Opportuni�es to advance the County’s economic development and tourism objec�ves will also be core considera�ons for defining land use and character areas. Language in the plan will link policy guidance to applicable zoning in the County’s Unified Development Ordinance. It will also include recommended updates to the ordinance that result from planning process outcomes. DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 13 Orange County Comprehensive Land Use Plan Task 4.4.5 Public Facili�es and Services Policies, Strategies, and Ac�ons The Clarion Team will prepare a set of policies, strategies and ac�ons for the public facili�es and services provided by the County and partners (Orange County Schools and u�lity partners). This plan direc�on will address the need for addi�onal public facili�es and services to serve future popula�ons, the equitable geographic distribu�on of facili�es and services, and other policy direc�on that is supported by the community. Some of the policies, strategies, and ac�ons will be suggested for the County’s partners to assist with achieving countywide goals. Task 4.5: Steering Commitee Mee�ngs #7-15 The Clarion team will conduct a series of Steering Commitee mee�ngs to share and receive feedback on the dra� plan components and coordinate on public engagement efforts. The plan policies and ac�ons will be divided into separate modules to allow for easier review. These mee�ngs include: • Mee�ng #7 (virtual): Discuss dra� Plan Framework, Vision Themes, and Plan Goals • Mee�ng #8 (in-person): Discuss Land Use & Development Recommenda�ons Report and approach for sharing the preferred growth framework with the community • Mee�ng #9: (virtual): Discuss module #1 of dra� policies and ac�ons • Mee�ng #10 (virtual): Discuss module #2 of dra� policies and ac�ons and role of Steering Commitee members at CEW #2 • Mee�ng #11 (virtual): Discuss module #3 of dra� policies and ac�ons • Mee�ng #12 (virtual): Share results of CEW #2 and discuss related edits to plan content • Mee�ng #13 (virtual): Share Public Review Dra� of plan and discuss role of Steering Commitee members at CEW #3 • Mee�ng #14 (virtual): Debrief on CEW #3 and discuss interim feedback • Mee�ng #15 (virtual): Share final CEW #3 findings and discuss corresponding edits to the plan Task 4.6: Community Engagement Window #2 – Tes�ng Growth and Conserva�on Framework The Clarion team will prepare for and facilitate a public open house to present the dra� Growth and Conserva�on Framework and corresponding land use classifica�ons and provide engagement ac�vi�es to seek responses to the dra� approach. Steering Commitee members can play a role in presen�ng the Growth and Conserva�on Framework to par�cipants. The public open house materials can be prepared to circulate to different loca�ons in the County during the two month window and collect responses through an online portal. A presenta�on of the Growth and Conserva�on Framework can be recorded and placed as a video on the County’s website to showcase this informa�on in a user-friendly format. Like CEW #1, the Clarion team can provide publicity materials for the County to distribute to local media sources, partner agencies, and listservs. Task 4.7: Briefings to Planning Board and Board of County Commissioners Two rounds of briefing presenta�ons will be prepared to share with the Planning Board and Board of County Commissioners to summarize community engagement efforts, the dra� Growth and Conserva�on DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 14 Orange County Comprehensive Land Use Plan Framework, and status report on dra�ing of the plan. The Clarion team will coordinate with County Staff to present these briefings at regularly scheduled mee�ngs of the boards. The purpose of these presenta�ons is to brief the boards on the project status and findings and engage members in discussion about the direc�on of the plan. Task 4.8: Prepare Public Review Dra� of Comprehensive Land Use Plan The Clarion team will prepare a professionally designed, highly graphic public review dra� of the Comprehensive Land Use Plan. Special focus will be made on highligh�ng key vision themes, such as equity, that guided plan development. Task 4.9: Community Engagement Window #3 – Unveiling of Dra� Plan The Clarion team will prepare for and facilitate a public open house to present the dra� Comprehensive Land Use Plan. Engagement ac�vi�es will provide opportuni�es for par�cipants to provide feedback on the dra� plan goals and ac�ons and the final Growth and Conserva�on Framework map. Steering Commitee members can play a role in presen�ng the dra� plan to par�cipants. The public open house materials can be prepared to circulate to different loca�ons in the County during the two month window and collect responses through an online portal. A presenta�on of the Public Review Dra� of the Comprehensive Land Use Plan can be recorded and placed as a video on the County’s website to showcase this informa�on in a user-friendly format. Similar to CEWs #1-#2, the Clarion team can provide publicity materials for the County to distribute to local media sources, partner agencies, and listservs. Summary of Phase 4: Develop Plan Framework Deliverables: Clarion Team Responsibilities County Staff Responsibilities • Staff, Steering, and Public Review Drafts of Comprehensive Plan • Presentation materials for Steering Committee meetings • Public engagement materials for Community Engagement Windows #2 - #3 • Summary of Phase 4 Public Input Results • Briefings to BOCC and Planning Board • Updates to project website • Review and provide feedback on draft plan elements • Coordinate logistics for meetings and public events and distribute materials • Participate at public engagement events • Publicity and advertising for Community Engagement Window events • Monthly project management meetings Meetings: • Steering Committee Meetings #7-15 • Community Engagement Windows #2-#4 • Planning Board and Board of County Commissioner Briefings (2 sets of meetings) Schedule Duration: Months 9-20 PHASE 5: ADOPT PLAN The final phase of work will support adop�on of the updated Orange County Comprehensive Land Use Plan. This includes two adop�on hearings with the Planning Board and the Board of County Commissioners to review, discuss, and adopt the Comprehensive Land Use Plan. DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 15 Orange County Comprehensive Land Use Plan Task 5.1: Finalize Public Hearing Dra� of Comprehensive Land Use Plan Following Task 4.9, the Clarion team will prepare a public hearing dra� of the new Comprehensive Plan to be shared with the Planning Board and Board of County Commissioners. This dra� will be shared with staff for review and comment prior to transmi�ng to the boards. Task 5.2: Steering Commitee Mee�ng #16 (in-person) The Clarion team will facilitate the final mee�ng of the Steering Commitee to present the public hearing dra� of the Comprehensive Land Use Plan. This can be a celebratory event to show gra�tude for all the work and support the Steering Commitee has provided. Task 5.2: Public Hearings with Planning Board and Board of County Commissioners The Clarion team will prepare materials for and facilitate up to two public hearings with the Planning Board and/or Board of County Commissioner with the aim of plan adop�on. Task 5.3: Finalize the Adopted Comprehensive Plan and Transmit All Final Files to County Staff Team Upon final adop�on of the plan and transmital of the final adopted changes by the County’s Project Manager, the Clarion team will finalize the adopted version of the plan and transmit all files to County staff. Summary of Phase 5: Adopt Plan Deliverables: Clarion Team Responsibilities County Staff Responsibilities • Public Hearing Draft of Plan • Final Adopted Comprehensive Land Use Plan and Transmittal of Final Source Files • Updates to project website • Coordinate Scheduling of Public Hearings • Publicity and advertising for adoption meetings • Monthly project management meetings Meetings: • Public Adoption Hearings (2) Schedule Duration: Months 21-26 Project Management Protocols The following project management protocols will guide Project Team work. 1. A member(s) of the County Staff will be the main point of public contact for the project. The Clarion Team will refer direct communica�ons from the public, appointed or elected officials to County Staff. Excep�ons include communica�ons regarding development of the Equity Database and affiliated community engagement communica�ons necessary to complete work by the Clarion Team, and communica�ons with stakeholders interviewed during Phase 1. DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 16 Orange County Comprehensive Land Use Plan 2. The Clarion Team and County Staff will work as a team throughout the project. Project management issues that arise during the project will be dealt with quickly through a conference call or face-to-face mee�ng to keep the process moving. 3. Clarion Associates will provide project management for the overall project and will be responsible for management of the consultant team. Leigh Anne King will be the Project Director and Emily Gvino will be the Project Coordinator for the Clarion team. Both will atend project management mee�ngs. 4. County staff will be responsible for project coordina�on tasks throughout the process, including: providing relevant reports, data, and documenta�on to the Clarion team; reviewing and providing a consolidated set of comments for staff review dra�s of work products; publicizing and arranging public mee�ngs; and scheduling/arranging workshops in coordina�on with any local partner organiza�ons. 5. The County and/or local partner organiza�on will coordinate, arrange, adver�se, and host all public mee�ngs, community group presenta�ons, workshops, and study sessions. The Clarion team will provide content and facilitate the mee�ngs, workshops and events as noted in the Scope of Services. Stakeholder interviews will be scheduled by the Clarion team. In-person interviews will be conducted as part of the Phase 1 kickoff week and virtual interviews will be provided for those that cannot atend in-person. 6. Public engagement repor�ng will leverage the quan�fiable func�onality of the online public engagement so�ware’s dynamic repor�ng features. Efforts will be made to reduce open- ended ques�ons that require extensive review and theming. Extensive open-ended comment review and theming may require addi�onal budget. 7. The Clarion team will provide digital files of all documents and products to the County in the format in which they were created and, if different, in a format suitable for pos�ng on the County website and for prin�ng paper copies, such as Adobe PDF. 8. County staff will provide a single, consolidated set of comments in electronic format for all staff review dra�s of deliverables. All comments will be reviewed by County staff to resolve any inconsistencies and provide clear direc�on. If possible, changes will be provided using track-changes or similar digital comment format. Addi�onal rounds of reviews will require addi�onal resources, not including minor adjustments to finalize the deliverable. 9. The Clarion team will review and theme work product comments provided by the Steering Commitee and prepare a record of Steering Commitee mee�ng outcomes to document project progress over �me. The Clarion team will also prepare themes from public engagement inputs and create summaries of these themes. 10. The project budget is an es�mate of how project costs are allocated among phases of work. The Clarion team will not exceed the total contract amount without the express approval of the County. 11. Clarion will bill monthly for services rendered. The County’s project manager will review and approve Clarion Associate’s monthly invoices, which will include all work covered by the DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 17 Orange County Comprehensive Land Use Plan Clarion Associates team. Any ques�ons or issues related to the monthly invoice will be dealt with quickly through a conference call with Clarion Associates and the County’s Project Manager. The County will pay invoices within 30 days of receipt. 12. The County will not hold the Clarion Associates team responsible for schedule delays that are the result of circumstances or events beyond the control of the Clarion Associates team. Project Schedule The Comprehensive Plan will be developed using the following project schedule. DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA 18 Orange County Comprehensive Land Use Plan Project Cost Phase 1 Launch Project (Month 1) Phase Total: $ 26,405 1.1 Kickoff Meeting with County Staff Planning Team 1.2 Kickoff Meeting with Steering Committee 1.3 Stakeholder Interviews 1.4 Reconnaissance Trip with County Staff Team 1.5 Develop Project Management Plan 1.6: Collect and Inventory ArcGIS Data, Policy Documents, and Relevant Studies 1.7: Develop Public Engagement Branding Project Management Meetings Total Travel Phase 2 Identify New Issues and Opportunities (Months 2-6) Phase Total: $ 34,794 2.1 Develop Current Policy Profile 2.2 Steering Committee Meetings #2-#5 2.3 Prepare Equity Database 2.4: Community Engagement Window #1: Confirming Community Aspirations 2.5 Summary of New Issues and Opportunities 2.6 Briefings to the Planning Board and Board of County Commissioners Project Management Meetings Total Travel Phase 3: Evaluate Planning Influences (Months 3-8) Phase Total: $ 19,548 3.1 Develop the Factbook 3.2 Steering Committee Meeting #6 3.3 Briefings to Planning Board and Board of County Commissioners Project Management Meetings Total Travel Phase 4: Develop Plan (Months 9-20) Phase Total: $ 75,807 4.1 Develop Draft Plan Framework, Vision, and Goals 4.2 Proejct Team Work Session - Growth and Conservation Framework 4.3 Development of Land Use & Development Recommendations Report 4.4 Develop Plan Policies and Actions 4.5 Steering Committee Meetings #7-15 4.6 Community Engagement Window #2 - Testing Growth and Conservation Framework 4.7 Briefings to Planning Board and Board of County Commissioners (2 briefings) 4.8 Prepare Public Review Draft of Comprehensive Land Use Plan 4.9 Community Engagement Window #3 - Unveiling of Draft Plan Project Management Meetings Total Travel Phase 5: Adopt Plan (Months 21-26) Phase Total: $ 16,379 5.1: Finalize Public Hearing Draft of Comprehensive Land Use Plan 5.2: Steering Committee Meeting #16 5.3: Public Hearings with Planning Board and Board of County Commissioners 5.4: Finalize the Adopted Comprehensive Plan and Transmit All Final Files to County Staff Team Project Management Meetings Total Travel Konveio Public Engagement Platform License Budget for Targeted Public Engagement Meetings GRAND TOTAL ORANGE COUNTY, NC PAY SCHEDULE $ 4,470 $ 4,395 $ 10,080 $ 1,885 $ 2,515 $ 520 $ 870 $ 255 $ 1,415 $ 765 $ 6,780 $ 3,495 $ 3,140 $ 11,400 $ 2,895 $ 5,160 $ 1,020 $ 904 $ 15,440 $ 1,035 $ 2,040 $ 1,767 $ 268 $ 4,790 $ 9,620 $ 3,350 $ 13,060 $ 10,600 $ 10,960 $ 4,080 $ 5,640 $ 8,880 $ 3,060 $ 2,270 $ 13,000 $ 188,204 $ 4,440 $ 2,475 $ 6,690 $ 850 $ 1,020 $ 904 DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? 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THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD 4/4/2023 (970) 635-9400 (970) 635-9401 17558 Clarion Associates LLC 1600 Stout Street, Ste #1700 Denver, CO 80202 41190 42374 A 2,000,000 X 042989M 8/11/2022 8/11/2023 500,000 5,000 2,000,000 4,000,000 2,000,000 1,000,000A 042989M 8/11/2022 8/11/2023 2,000,000A 042989M 8/11/2022 8/11/2023 2,000,000 0 B 4060755 7/1/2022 7/1/2023 1,000,000 1,000,000 1,000,000 C Professional Errors H722-120205 9/22/2022 9/22/2023 Each Claim 2,000,000 Cyber Liability: Policy Number: CYB-3018599-01; Eff/Exp Date: 06/16/2022 - 06/16/2023; Each Claim $1,000,000 Hudson Excess Insurance Company NAIC #14484 If required by written contract, Orange County is included as Additional Insured for ongoing operations under General Liability. Orange County Planning & Inspection Department 131 West Margaret Lane Suite #201 Hillsborough, NC 27278 CLARASS-01 KKEMP PFS Insurance Group 4848 Thompson Parkway Suite 200 Johnstown, CO 80534 PFS Insurance info@mypfsinsurance.com Old Guard Insurance Company Pinnacol Assurance Co Houston Casualty Company X X X X X X X X X DocuSign Envelope ID: 22D0BF22-BF98-4108-ADE4-6A61C59DB4DA