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HomeMy WebLinkAboutOTHER-2023-031-Approval of a professional services contract with Clarion associates to develop a comprehensive land use plan and approval of budget amendment 9-A DocuSign Envelope ID : 22DOBF22- BF984108-ADE4-6A61C59DB4DA [Departmental Use Only] TITLE Comprehensive Land Use Plan FY 2023 -24 NORTH CAROLINA CLARION SERVICES AGREEMENT RFP/ RFQ c ORANGE COUNTY L I 1% 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 4 follows : 1 . Services a . Scope of Work. I' 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 . c 11) 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. 111) 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 4 ' 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 . 1) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards ider practice throughout the United States and in accordance of this type of Prov Revised 04 / 23 VENDOR REQ v1 1 DocuSign Envelope ID : 22 DOB F22-BF98-4108-ADE4-6A61 C59DB4DA 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 Revised 04 / 23 VENDOR REQ v1 2 i DocuSign Envelope ID ; 22 DOB F22- BF98 -4108-ADE4-6A61 C59DB4DA is i a . Term . The term of this Agreement shall be from date of contract execution to September 30 , 2025 . I b . Scheduling of Services i) The Provider shall schedule and perform its activities in a timely manner so as to k 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) (11) 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 C 4 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 Revised 04 / 23 VENDOR REQ v1 3 DocuSign Envelope ID : 22DOBF22-BF984108-ADE4-6A61C59DB4DA 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, Jt is the the Provider to indemnify the County to the fullest intent of this provision to require 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 Revised 04 / 23 VENDOR REQ v1 4 is DocuSign Envelope ID : 22DOBF22- BF984108-ADE4-6A61 C59DB4DA 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 , r 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 r; 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 . is C . 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 . i 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 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 1 htip : //www . orangecountync . gov/departments purchasing division/contracts ."hp • ) 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 . Revised 04 / 23 VENDOR REQ v1 5 DocuSign Envelope ID : 22DOBF22- BF984108-ADE4-6A61C59DB4DA 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 I IA and Article 40 of North Carolina General Statute Chapter 66 . j . Notices . Any notice required by this Agreement shall be in writing and delivered by Revised 04 / 23 VENDOR REQ v1 6 DocuSign Envelope ID : 22DOBF22- BF984108-ADE4-6A61 C59DB4DA i 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 i 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 : DocuSigned by: DocuSigned by: 1% � y 5 / 22 / 2023 �jbl�,V�tt, C1A4Mv►gt,V'S�t,l� 5 / 23 / 2023 By: By : E Bonnie Hammersley, Orange County Leigh Anne King, Director, Clarion Manager Associates , LLC Printed Name and Title i° L c; i i I ' 1 i Revised 04 / 23 VENDOR REQ v1 DocuSign Envelope ID : 22 DOB F22- BF98 -4108-ADE4-6A61 C59DB4DA 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 / 2 0 2 3 ) Policy 9 . 4 : ❑Under $ 5 , 000 ; ❑ Service Under $ 90 , 000 ; ❑ Construction Under $250 , 000 ❑ Budget Policy Section XV (Capital Improvement Project : ) Bidding ❑ Informal Bidding ($ 30k490k) ; ® 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 addre ocuSiigned by: Department Director ' s Signature 5fo�u� Date . 5 / 22 / 2023 8403AD07E4DA402.. . 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/sofhvare purchases or related services Risk Management This agreement is approved for sufficiency of insurance standards, specifications, and requirements , DocuSigned by: 5 / 23 / 2023 Office of the Risk Management Officer SSA. � �,V' Date , F22068FACE054A8.11 Financial Services This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act : cuSigned by: �,,,,,�, �, ,,L 5 / 2 3 / 2 02 3 Office of the Chief Financial OfficerFAdo Date : Legal Services This agreement is approved as to legal form and sufficiency, uSigned by: 5 / 2 3 / 202 3 Office of the County Attorney Doc Date : 328DC480549W6. . . 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 : Revised 04 / 23 VENDOR REQ v1 8 ( ( Doc & gnEn elope ID : 2 DOB F 2B1`9 84108&DE46MIC59DB4DA } ( Office Of the Clerk t the Board Date * � } ( [ [ [ [ [ ( ( ( ( [ ( ( ( [ ( ( � [ [ } � } : ( ( ( [ ( [ ( i ( ( . ( [ r [ ( [ ( [ ( ( r Revised 04 / 23 VENDOR R Q sl 9 ( oil All or, 111% • • ' sees w Phase 5 : Adopt the Plan IN - `��� aff` �] �'�rng .�- t�'err�� ��r�rrxritteer r s�eext�t��z�� 1x�r� €� + f�er�ra��c�rnm #ems- +� �te�ring Cornrrt�t��� + eenn �arnrnt tt�n s2 5 n1C�c� 7 Mful �tin ��ietiver �te urnas �n fngagrxserUUrndr € � � g em�rrG3NncisYus Heanrr ►s vvv - M car t7eliuerabCes akft2%tcfer3nrrtvui �r I3 ��tr6 es a q6[r err 1 sra a L I �� arc D [� trZ1s1 a ng f r loriYert • ` zenEtfr k'VI,rbftle 1 Esr��ettaxraeiar2et orrrmunaIN urcit�w Ctrasft�aC Adite r PC n ErJ a me rr IN, 'I � arnpreEienstve P[ rr mpreiY nsiv * CnfxMp �n preritatcr� ahcC Pu1r�c �gernn Lans Use Ptah ancf r Bantlnc aura mr �t fir Trarntk o� �nal S nsaCy utx mary csrnt rur� ty o,urcW% Fi gs t�Sehdernterc � ts nggernenit�ncC� n a ptra�ntrrdanr w. .. rreWIEIII 3 anopc�r �rnt�ae Pu6CnpuesG�ts r IN • __ OF • • • • • • . • • • Is • • • OF Is • Is • OF • • • • • • • • • i' I' i DocuSign Envelope ID : 22DOBF22- BF98 4108 -ADE4-6A61 C59DB4DA c this plan should explore and address . Stakeholder interviews will be conducted . The project identity, branding, and project website will also be prepared during this phase . r Task 1 . 1s Kickoff Meeting itStaff k, The project will be initiated with a weeklong series of kickoff meetings . First, the Clarion team will prepare r for and help facilitate an in - person project kickoff meeting with the County' s project management team . During this meeting , 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 meeting coordination , communication protocols, the project schedule, and general objectives for the effort . The project team will conduct a mapping exercise to discuss the County' s planning area and identify specific geographic areas that are notable in terms of growth management, redevelopment, utility is infrastructure , transportation enhancements or challenges , environmentally sensitive areas , important rural and farmland protection areas, intergovernmental agreements, and other future land use challenges and opportunities . Task 1 . 2aKickoff ` ng with Steering Committee I on In coordination with the County' s project manager and staff team , the Clarion team will facilitate a kickoff meeting with the Orange County Comprehensive Land Use Plan ( CLOP ) Steering Committee . The focus of this meeting is introduce the Steering Committee to the Project Team , discuss the overall approach and schedule for the project , define the roles and responsibilities of different entities involved in the process , h explore the Steering Committee members' general objectives for the project, objectives for public engagement, and the " big ideas " for the community' s future . i, Task 1 . m Stakeholder Interviews During the kickoff week, the Clarion team will work with County Staff to facilitate individual or small group f structured interviews with the following stakeholders . The County will prepare the list of stakeholders and contact information and send out an initial communication 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 . i; • County Leadership : County Commissioners , Planning Board members , and Advisory Board members ( including Affordable Housing, Agricultural Preservation , Commission for the Environment, Economic Development, Historic Preservation , Parks and Recreation , Orange Unified Transportation Board , and Solid Waste ) , • County Staff: Leaders of County departments ( County Manager; Community Relations ; Environment ; Agriculture & Parks and Recreation ; Economic Development; Emergency Services ; Health ; Housing, Office of Equity and Inclusion , Planning and Inspections ; Sheriff' s Offices Solid Waste ; Visitors Bureau ) , • County Partners : partner agencies, including Orange County Schools , Chapel - Hill Carrboro City Schools , OWASA, Hillsborough Utility Department, Mebane Public Utilities Department, TJCOG , TARPO, BGMPO, DCHC MPO ; and • Neighboring and Partner Jurisdictions : Representatives of neighboring municipalities and counties . i i; 2 Orange County Comprehensive Land Use Plan DocuSign Envelope ID : 22 DOB F22-BF98-4108-ADE4-6A61 C59DB4DA The purpose of the interviews is to prepare an early diagnosis of critical planning issues and opportunities that will help guide plan development . Team members will meet individually with stakeholder groups to provide maximum availability to meet interviewees and use a combination of in - person and virtual meetings . 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 .49 ReconnaissanceTrip with County Tea 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 identify critical areas to view in person and prioritize those locations where change is expected , growth pressures exist, or areas that have strong support for preservation . The Clarion team will take photographs of critical locations and begin to create a profile of the patterns and growth trends in Orange County, specifically as it has changed since the last plan update . Task 1 .5s, Develop Project any ent 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, meeting schedule and location of project meeting summaries, approach for project team communications , public engagement tracking and coordination , approach for monthly management responsibilities, roles and responsibilities of all engaged parties , and process for decision - making during the planning process . This includes scheduling, hosting, and preparing agendas for monthly project management meetings with the County' s project managers to provide status updates and coordinate on preparation of upcoming deliverables and events . This online document will serve as a project management working guide and will be updated throughout the process . Task 1.6v Collect and Inventory Arc GIS Data,, Policy Documents, and Relevant Stud ies 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 . 7a Develop Public Engagement Brand ing 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 Identity- The Clarion team , in coordination with County Staff, will develop a project identity and brand ( name, logo and tagline ) that will generate interest in the planning process . Inputs from the County' s leadership and the Steering Committee on the project identity will be requested during the kickoff meetings . • Engagement Objectives — Building off the inputs provided by the Steering Committee at their kickoff meeting ( Task 1 . 2 ) , the Clarion team will prepare a set of public engagement objectives that can be placed on the project website and used to evaluate public engagement outcomes during the process . Public engagement objectives could include community representation of 3 Orange County Comprehensive Land Use Plan i` t DocuSign Envelope ID : 22 DOB F22- BF98 -4108-ADE4-6A61 C59DB4DA i ; I' C engagement participants, targets for diversity and inclusion , numeric targets for engagement, f transparency of the engagement process, and other objectives . • 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 presentations 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 communications . The site will contain presentation materials from workshops and other engagement opportunities , the project schedule and process graphic, information on engagement events and project meetings , a document inventory, and host drafts of the plan . It could include project background , resources , news , and information about how to 4 get involved . • Public Engagement Coordination - 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 objectives , 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 . ® - l �- .��. �'- ",.;. . - .. ; =� �- . ``�' ✓ w � ✓�"' �-?�-�-v-. '„, ���r� - "�.,ems`-= - - '"'"?�' "'`�r,�� ^-�' �- -�:� �'' � `...w_`� ��., . `�-. -" • Project Management Plan Participate in kick-off meetings and situation • Context Mapping mapping • Data Request Memo • Provide data and GIS • • Coordinate logistics for and scheduling of meetings Project Branding • for all but stakeholder interviews Scheduling Stakeholder Interviews and preparing summary of interviews Affirm project branding materials and review Project Website project website • • Monthly project management meeting I • � ® i i Duration : One month after project initiation is PHASE 2 * i IDENTIFY 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 opportunities identified in Phase 1 and capture feedback from the Steering Committee and the public on potential new policy directions for the Comprehensive Land Use Plan , Phase 2 will overlap with Phase 3 to provide opportunities to educate the public about the County' s key trends and planning influences . 4 Orange County Comprehensive Land Use Plan DocuSign Envelope ID : 221DOBF22- 13F984108-ADE4-6A61 C59DB4DA Phase 2 , 1 : Develop` Current Policy Profile The Clarion team will prepare an existing 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 existing 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 identify the general direction of policies on different topics and the document providing this direction . 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 identify which policy documents or sections of documents are still relevant . A draft will be provided for staff review and comment . It will be shared with the Steering Committee 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 explanation that it summarizes the foundational adopted policies that this planning process will build upon . Phase m Steering Committee ee ` n #245 The Clarion team will facilitate a series of Steering Committee meetings as follows : • Meeting #2 (virtual) : Report on key findings from stakeholder interviews, provide update on Current Policy Profile , and discuss approached for Community Engagement Window ( CEW ) #1 • Meeting #3 (virtual) : Present final approach for CEW # 1 , discuss roles for Steering Committee members at CEW # 1, and provide early snapshot of trends and planning influences data • Meeting #4 (virtual) : Present Current Policy Profile and provide preliminary CEW # 1 findings • Meeting #5 (virtual ) : Present final CEW # 1 report, present New Issues and Opportunities Report, share plan for briefing Planning Board and Board of County Commissioners Task 2 .3t. Prepare Equity Database Tate Consulting will work with Orange County Staff, and potentially 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 populations , including Black/ African American , Hispanic/ Latino, LGBTQIA+, persons with disabilities , persons suffering from homelessness , and other community members that have been historically disadvantaged . Task ® Community En e entWindow` #1 (CEW ) onfirming Community Aspi ions The Confirming Community Aspirations community engagement window is focused on accomplishing three objectives : testing and confirming critical planning issues to address in the plan , defining community aspirations 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 addition , our proposed approach includes an optional series of targeted meetings that can be used on an as needed basis throughout the project engagement windows 5 Orange County Comprehensive Land Use Plan i DocuSign Envelope ID : 22 DOB F22- BF98 4108-ADE4-6A61 C59DB4DA j' i to engage harder to reach community members . These meetings would be led by Tate Consulting . Steering Committee members can play a role as plan ambassadors at the workshop . There are many tested activities that our team can leverage for this milestone , These include asset C mapping, individual or small group discussions to respond to key policy direction questions, places to 4' protect and change mapping activity, ranking aspects of community planning, " Did You Know ? " trivia questions about the County, idea walls , and other fun activities . Activities would be developed to ensure that all learning from previous planning activities , namely the Strategic Plan , are considered and efforts I are not duplicated . i The Clarion team can provide advertising and publicity guidance to the County during this period to maximize responses and track respondents to make sure targeted community members are participating . 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 " meeting- in - a - box" set of materials that would allow Steering Committee members , County leaders , and Staff to host or present the materials at smaller community meetings and engage residents using a decentralized C, 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 objectives were achieved . This report will include a summary of responses and verbatim documentation to provide a clear i 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 . i= Task 2 . m Summary of New Issues n unities The Clarion team will prepare a succinct summary of new issues and opportunities based on vision and policy themes generated from stakeholder interviews, Steering Committee discussions , and inputs received through public engagement . This document will serve as the foundation for policy discussions with County Staff, the Steering Committee , the Planning Board , and the BOCC that will guide development j of the new CLUP. First a County Staff review draft will be prepared and then a Steering Committee review draft . Following these reviews , the Clarion team will finalize the document for sharing with the Planning Board , Board of County Commissioners , and posting to the project website . i° TaskBriefings to PlanningBoard n oar f County Commissioners A briefing presentation 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 opportunities 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 meetings of the boards . The purpose of these presentations is to brief the boards on the project status and findings and engage members in discussion about the direction of the plan . i 6 Orange County Comprehensive Land Use Plan DocuSign Envelope ID : 22 DOB F22-BF98 -4108-ADE4-6A61C59DB4DA Y { • Current Policy Profile 0 Review and provide consolidated comments • Materials for Steering Committee meetings on Current Policy Profile • Community Engagement Window # 1 0 Review and provide consolidated comments presentation and materials on meeting materials • Summary of Engagement Window # 1 Results 0 Coordinate logistics for meetings and events • Summaryof New Issues and 0 and distribution of materials Opportunities • Briefings to BOCC and Planning Board briefings Publicize launch of project and Community Update project website Engagement Window # 1 opportunity • Monthly project management meeting - m - Duration : Months 2-6 ---------------------------------------------------------------------------------------- --------------------------------------------------------------------------- PLANNINGPHASE 3 * EVALUATE Concurrent with Phase 2, Phase 3 will evaluate the planning influences facing Orange County, including documentation of how the community has changed since the 2030 Comprehensive Plan was developed and projections for future population 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 drafting and formatting, 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 draft . The Steering Committee will be briefed at monthly meetings 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 questions . Task , 1 Develop the Fact Book This task documents the trends and conditions for a broad array of community planning topics along with analyzing future planning influences that are important considerations 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 traditional technical report with multiple sections or built as an ESRI Storymap organized to be more accessible to the broader community. It will be presented to the Steering Committee 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 . 1 . 1 : Analyze Sociodemographic Trends The Clarion team will work with County Staff to identify and analyze the critical sociodemographic trends that tell the story of the County' s residents over time and will leverage other data analyses included in 7 Orange County Comprehensive Land Use Plan i t; DocuSign Envelope ID : 22DOBF22- BF984108-ADE4-6A61 C59DB4DA other County plans . Racial , ethnic, age , and national origin diversity; household profiles including cost- burdened status , household income by census tract, and poverty levels ; and other data will be assessed c, 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 transportation costs on households in Orange County. A map of " equity opportunity areas " will be identified that depict vulnerable communities that are low- income, communities 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 identify equity opportunity areas . This map can be used in other assessments to identify overlapping conditions where equity plays a role in determining future policy direction . Issues related to providing services to an aging population driven by retirees and aging baby boomers will be addressed in this analysis . The Clarion team will prepare population projections by evaluating multiple projection sources and will coordinate with County Staff to ensure data used align with statistics provided in other County documents . Task . 1 . 2s Analyze Built Environment Conditions and Trends Clarion and County Staff will work collaboratively to identify and analyze the critical built environment conditions and trends . This includes map - based and tabular assessments of existing 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 municipalities and identify " hot spot" future land use areas that are receiving growth pressures or are targets for change . Housing will be evaluated to identify patterns 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 identifies places that are not limited by physical or regulatory constraints to development . An evaluation of buildout capacity under current zoning regulations will be conducted to identify the County' s development potential . 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 evaluating land use alternatives in Phase 4 . The Clarion team will work with the County' s project manager and Director of Economic Development and others identified by the County to identify employment opportunity sites within suitable areas for development . If data is available , broadband service areas will be mapped to identify areas that are underserved and will be considered in relation to equity opportunity areas . Task 3 . 1. 3Natural Environment,, Parks and Recreation, and Working Lands Conditions and Issues Equinox will work to identify current environmental conditions and related issues that could include, but would not be limited to, energy/sustainability initiatives , water quality, working lands/farmlands, parks and recreation , and natural lands . An analysis of current policies , programs, plans , and mapping information will tell the story of what conditions exist in Orange County and how the County is currently addressing those conditions . 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 evaluating the County' s prime farmlands and high -value natural resource areas and analyzing the efficacy of the current level of land protection derived through i i 8 Orange County Comprehensive Land Use Plan DocuSign Envelope ID : 22 DOB F22- BF98-4108-ADE4-6A61 C59DB4DA policy. These analyses will consider the equity opportunity areas (Task 3 . 1 . 1 ) , which can be used as an overlay upon environmentally sensitive areas and identify critical areas for focusing policy efforts . Task 3 . . g Identify Cllmate-related Vulnerabilities and Natural Hazards Equinox will leverage the Orange County Climate Action Plan and the Eno - Haw Regional Hazard Mitigation Plan to identify key acute and chronic climate- related vulnerabilities within the County. This includes vulnerabilities to property, homes, emergency service facilities , hospitals , roads and transportation , and community services . Near term , mid -term , and long-term potential climate changes using the NOAA Climate Explorer Tool will be summarized . The results of the most recent Eno - Haw Regional Hazard Mitigation Plan ' s critical facilities and loss estimations will be incorporated into this analysis . This will be accomplished by pinpointing critical assets in the County and their vulnerabilities to threats from climate change . It is important to identify indirect impacts as well , such as impacts due to interruption or loss of services . These causes and indicators will be assessed and documented . Task . 1. e Summarize Transportation lannin Conditions,, and Trends The Clarion team will prepare a summary of relevant data and information pertaining to the County' s current and future transportation system . This effort will leverage transportation planning of the Triangle Area Rural Planning Organization ( TARPO ) , Burlington -Graham Metropolitan Planning Organization ( BGMPO ) , and the Durham - Chapel Hill Metropolitan Planning Organization ( DHCH MPO ) planning efforts . The team will review existing plans, policies , and projects related to transportation , including the recently completed 2022 Orange County Transit Plan . Task . 1m Evaluate Public Facilities `and Services Conditions, and ren s The Clarion Team will prepare an assessment of existing public facilities and services provided by the County and partners ( Orange County Schools and participating utilities ) . At a minimum , these services and facilities will include public utilities , solid waste , public safety ( Sheriff, fire, EMS ) , emergency management, and libraries . This assessment will document existing facilities and services , capacities , and any plans for enhancing or increasing levels of service . This will also include a mapped assessment of where facilities exist in relationship to the equity opportunity areas identified in Task 3 . 1 . 1 and make initial recommendations for future facilities and services needs to improve access to underserved populations . Finally, this assessment will determine whether existing facilities and services are expected to adequately support projected future growth . Task 3 . 2a SteeringCommittee Meeting i [ ® n The Clarion team will facilitate a sixth in - person meeting of the Steering Committee to present the Fact Book findings and identify related policy questions . � � µ �; �' ? �'". � -=:...,- ✓� ��"� fir,✓ "ti�r �s�"' "�"` -�'-�"`=�' . . �F � - . �a .--- ..-..., y ,. ..- c;..� emu- �� �a" • Materials for Steering Committee meetings 5 rti Prepare GIS analysis and maps for Fact Book • Fact Book Review and provide consolidated comments • Update project website on Fact Book • Review and provide consolidated comments on meeting materials - --------------------------------------------------------------------------------------------------------------------------------------------------------------- 9 Orange County Comprehensive Land Use Plan f DocuSign Envelope ID : 22 DOB F22- BF98-4108-ADE4-6A61 C59DB41DA i' I rr r eeeeeee 11 Ga ...,^ r;-., -f.'a` „a � . --._-' �r ` r^.;- i' 's r`,✓ zr :. '"r-' .x ',eeee 'lleeee - F. ✓ ' " - A ' � ,-c,-' r^ rr-.r .r ,a '' r r" J" _.s""y� -=-�, ..�"` , flvvv lee el el eeeee ee r_ _. sww „ • Coordinate logistics for meetings and events and distribution of materials I; r • Monthly project management meetings 1 Duration : Months 3 -8 PHASE 40® DEVELOP Phase 4 builds off the prior work completed and results in a new public review draft of the Orange County Comprehensive Land Use Plan ( CLOP ) . This new plan will include refined vision , goals, policies, and implementation actions as well as a new Growth and Conservation Framework Map and categories to guide development and conservation efforts . Community engagement windows # 2 and #3 will engage residents in discussions about policy choices and request reactions to the draft plan components . The cumulative inputs from community engagement windows # 1 -# 2 along with the technical findings of Phase 3 will be the foundation for Plan development . The specific chapters to be included in the Plan will be decided in partnership with County Staff and Steering Committee 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 executive summary, and will 1 also include historical background that explains the evolution of the County' s cultural and policy context . The Comprehensive Plan will be organized thematically and designed using a systems - based approach that acknowledges and supports the linkages between planning topics , such as the importance of 1' environmental and rural character protection for economic development success . From the outset, the Plan will be drafted to address equity in all aspects within the community, including environmental justice, r transportation access , access to affordable housing, access to jobs and job training, access to services and shopping needs , and access to recreational and health amenities . The Plan can also set out specific metrics for tracking Plan implementation over time . The ; Implementation section can set out priorities for implementation or guide the Board of County Commissioners as they make annual decisions for priority initiatives and projects to implement considering available resources . Task . 1a Develop Draft Plan Framework, Vision, and Goals The Clarion team well prepare a staff review draft of the draft Plan Framework ( structure and organiz ation 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 Committee . Task 4m2s P r j T or Session r n C se or 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 classifications ) . This will be an in - person full - day work session aimed at preparing 3 -4 land use alternatives for project team consideration and defining the future land use map and classifications that will guide future land development decisions . i 10 Orange County Comprehensive Land Use Plan DocuSign Envelope ID : 22DOBF22- BF984108-ADE4-6A61C59DB4DA This collaborative effort will focus on the critical planning linkage between land use and transportation , 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 priorities envisioned for each unique area . Identification of new development standards needed or zoning changes required will be part of the discussion . A SWOC ( Strengths , Weaknesses , Opportunities, and Challenges ) analysis will be prepared for each of the 3 -4 land use alternatives, with a particular emphasis on how equity is impacted by land use alternatives and an evaluation of how well each alternative aligns with currently adopted policies identified in Task 2 . 1 . Task 4. ' : Development of Land s Development Recommendations Report The Clarion team will compile the results of Task 4 . 2 into a report format for review by the project Steering Committee , At Steering Committee meeting #8 , the Committee will discuss the findings of the report and be led through a facilitated full or small group discussion to identify the preferred aspects of each alternative to include in the public review draft of the plan . Task 4. Develop Play Policies and Actions The Clarion team will build off the previous tasks and develop a draft set of policies and implementation actions for each plan chapter. We anticipate that this will include the full range of comprehensive planning topics included in the RFP on pages 13 - 14 . The organization of the policies , strategies, and actions will follow the plan framework identified in Task 4 . 1 . The Clarion team will evaluate the equity implications of all policies and make recommendations to support vulnerable populations . Additional special policy considerations are discussed below. Task 4. ' 1 Resiliency and HazardMitigation Policies, Strategies, and ns Equinox will identify policies , strategies , and actions that will be effective in reducing community vulnerability to climate and non - climate related hazards . Strategies and actions related to land use are especially relevant . These will guide recommended infrastructure investments and design standards, community preparedness tactics , and emergency management and stormwater approaches . Depending on the projected growth patterns throughout the County, there is a need to build resilience into the growth strategy prior to new development occurring . Primary threats and types of considerations 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 locating in areas with other desirable characteristics ( such as access to transit and proximity to grocery stores ) . A series of policy statements and implementation strategies and actions will be developed and located within each appropriate plan chapter to reinforce these objectives . Task 4.4. 2 Transportation Policies,, Strategies, and Actions The Clarion team will develop transportation policies , strategies , and actions with a focus on the linkage between transportation , land use , and equity, all of which is key to planning an accessible multi - modal transportation network . Building from work in Task 3 . 2 . 5 and other tasks, the team will develop a set of transportation policies , strategies , and actions to integrate land use and transportation , and future community and economic development efforts . 11 Orange County Comprehensive Land Use Plan r DocuSign Envelope ID : 22DOBF22- BF984108-ADE4-6A61C59DB4DA i j; f. Task .4 . 3 Environment,, Recreation and Parks, Working Lands, and Open Spaces Policies, Strategies, and E Actions Equinox will develop a series of policy statements , implementation strategies , and actions . Strategy and r action recommendations could include , but are not limited to : natural environment; working lands, farmland , and food , sustainability; conservation ; and parks and greenways/trails . Our team will work with the County to ensure there is an equitable distribution of investments and strategies that serve all . If strategies need to be communicated visually, maps may be employed to show future recreation , conservation , and farmland strategies . An example of this could be a Farmland & Conservation Map showing priority conservation areas and highlighting programs . Another example could be a Healthy Community Map showing all existing and proposed recreation /greenway assets , highlighting regional F initiatives like the Mountains -to -Sea Trail , and indicating any new park and recreation strategies or proposed investments . Task 4 .4 .4s nCharacter Policies, Strategies, and Actions The Land Use and Character policies , strategies , and actions 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 priorities that are supported by the community and identify strategies to support development of these uses . Strategies and actions can also include incentives or new standards to support the development l forms envisioned for the County. Existing policy direction that is still relevant ( identified in Task 2 . 1 ) will be incorporated . This section of the plan will also include the Growth and Conservation Framework map and categories that will designate all lands within the County' s planning and zoning jurisdiction . These categories will define the general character, land uses , and general form of development envisioned in each area . Form characteristics will be coordinated with transportation planning efforts to ensure that land use and transportation policies are supporting the same character objectives . This will create a framework for any necessary small area planning efforts that may be recommended for implementation through the plan , including any updated needed to joint planning areas with municipalities . This will be a collaborative team effort that will consider economic, environmental , and social equity considerations to identify the most appropriate locations 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 populations and persons suffering from homelessness and those experiencing mental health conditions . This is also an opportunity L`f to support the County' s current policies to promote development along existing public transportation routes and support development of affordable housing near transportation facilities and jobs . Opportunities to advance the County' s economic development and tourism objectives will also be core considerations 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 i outcomes . 12 Orange County Comprehensive Land Use Plan DocuSign Envelope ID : 22 DOB F22- BF98 -4108-ADE4-6AM59DB4DA Task 4.4.5 Public ' iliti 's and Services Policies, Strategies, and Actions The Clarion Team will prepare a set of policies , strategies and actions for the public facilities and services provided by the County and partners ( Orange County Schools and utility partners ) . This plan direction will address the need for additional public facilities and services to serve future populations , the equitable geographic distribution of facilities and services , and other policy direction that is supported by the community. Some of the policies , strategies , and actions will be suggested for the County' s partners to assist with achieving countywide goals . Task 4. a Steering Committee Meet n s #745 The Clarion team will conduct a series of Steering Committee meetings to share and receive feedback on the draft plan components and coordinate on public engagement efforts . The plan policies and actions will be divided into separate modules to allow for easier review. These meetings include . • Meeting #7 (virtual ) : Discuss draft Plan Framework, Vision Themes, and Plan Goals • Meeting #8 ( in-person ) : Discuss Land Use & Development Recommendations Report and approach for sharing the preferred growth framework with the community • Meeting #9 : (virtual ) : Discuss module # 1 of draft policies and actions • Meeting #10 (virtual ) : Discuss module # 2 of draft policies and actions and role of Steering Committee members at CEW # 2 • Meeting #11 (virtual ) : Discuss module #3 of draft policies and actions • Meeting #12 (virtual ) : Share results of CEW #2 and discuss related edits to plan content • Meeting #13 (virtual ) : Share Public Review Draft of plan and discuss role of Steering Committee members at CEW #3 • Meeting #14 (virtual ) : Debrief on CEW #3 and discuss interim feedback • Meeting #15 (virtual ) : Share final CEW #3 findings and discuss corresponding edits to the plan Task Community n ` a nt Windo TestingGrowth and Conservation Framework The Clarion team will prepare for and facilitate a public open house to present the draft Growth and Conservation Framework and corresponding land use classifications and provide engagement activities to seek responses to the draft approach . Steering Committee members can play a role in presenting the Growth and Conservation Framework to participants . The public open house materials can be prepared to circulate to different locations in the County during the two month window and collect responses through an online portal . A presentation of the Growth and Conservation Framework can be recorded and placed as a video on the County' s website to showcase this information 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 4.7v Briefingsto Planningr n Board of CountyCommissioners Two rounds of briefing presentations will be prepared to share with the Planning Board and Board of County Commissioners to summarize community engagement efforts, the draft Growth and Conservation 13 Orange County Comprehensive Land Use Plan i DocuSign Envelope ID : 22 DOB F22- BF98 -4108-ADE4-6A61 C59DB4DA I Framework, and status report on drafting of the plan . The Clarion team will coordinate with County Staff to present these briefings at regularly scheduled meetings of the boards . The purpose of these presentations is to brief the boards on the project status and findings and engage members in discussion about the direction of the plan . Task 4m Prepare ublic Review Draft of Comprehensivel The Clarion team will prepare a professionally designed , highly graphic public review draft of the Comprehensive Land Use Plan . Special focus will be made on highlighting key vision themes, such as equity, that guided plan development . Task 4.9a ` ni e t Window #3 Unveilingof Draft Plan The Clarion team will prepare for and facilitate a public open house to present the draft Comprehensive Land Use Plan . Engagement activities will provide opportunities for participants to provide feedback on the draft plan goals and actions and the final Growth and Conservation Framework map . Steering Committee members can play a role in presenting the draft plan to participants . The public open house F materials can be prepared to circulate to different locations in the County during the two month window and collect responses through an online portal . A presentation of the Public Review Draft of the Comprehensive Land Use Plan can be recorded and placed as a video on the County' s website to showcase this information in a user-friendly format . Similar to CEWs # 11111,#2, the Clarion team can provide publicity materials for the County to distribute to local media sources , partner agencies , and listservs . i n • Staff, Steering, and Public Review Drafts of • Review and provide feedback on draft plan Comprehensive Plan elements • Presentation materials for Steering Committee Coordinate logistics for meetings and public meetings events and distribute materials • Public engagement materials for Community • Participate at public engagement events Engagement Windows #2 - #3 . Publicity and advertising for Community ' • Summary of Phase 4 Public Input Results Engagement Window events 1% • Briefings to BOCC and Planning Board Monthly project management meetings • Updates to project website • c; Duration : Months 9- 20 ADOPTPHASE 5a, PLAN The final phase of work will support adoption of the updated Orange County Comprehensive Land Use Plan . This includes two adoption hearings with the Planning Board and the Board of County Commissioners to review, discuss , and adopt the Comprehensive Land Use Plan . 14 Orange County Comprehensive Land Use Plan DocuSign Envelope ID : 22 DOB F22- BF98 -4108-ADE4-6A61C59DB4DA Task 5 . 1 : Finalize Public Hearing Draft of Comprehensive Land Use Plan Following Task 4 . 9 , the Clarion team will prepare a public hearing draft of the new Comprehensive Plan to be shared with the Planning Board and Board of County Commissioners . This draft will be shared with staff for review and comment prior to transmitting to the boards . ,Task 5 .2: Steering Committee Meeting #16In can) The Clarion team will facilitate the final meeting of the Steering Committee to present the public hearing draft of the Comprehensive Land Use Plan . This can be a celebratory event to show gratitude for all the work and support the Steering Committee has provided . Task . is Hearings withPlanning r and Boardof 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 adoption . Task 5 . 3a Finalize the Adopted Comprehensive Plan and Transmit ll Final Files to County StaffTeam Upon final adoption of the plan and transmittal 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. d w w r b rF a w • Public Hearing Draft of Plan Coordinate Scheduling of Public Hearings • Final Adopted Comprehensive Land Use Plan Publicity and advertising for adoption and Transmittal of Final Source Files meetings • Updates to project website Monthly project management meetings OIsmailia= Duration : Months 21- 26 Proi ect 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 communications from the public, appointed or elected officials to County Staff. Exceptions include communications regarding development of the Equity Database and affiliated community engagement communications necessary to complete work by the Clarion Team , and communications with stakeholders interviewed during Phase 1 . 15 Orange County Comprehensive Land Use Plan DocuSign Envelope ID : 22DOBF22- BF984108-ADE4-6A61 C59DB4DA i 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 faceAo -face meeting to keep the process moving . 3 . Clarion Associates will provide project management for the overall project and will be 4 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 attend project management meetings . I 4 . County staff will be responsible for project coordination tasks throughout the process , including : providing relevant reports , data , and documentation to the Clarion team , reviewing and providing a consolidated set of comments for staff review drafts of work products ; publicizing and arranging public meetings ; and scheduling/arranging workshops in coordination with any local partner organizations . 5 . The County and /or local partner organization will coordinate , arrange , advertise , and host all public meetings , community group presentations , workshops, and study sessions . The Clarion team will provide content and facilitate the meetings , 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 attend in - person . G; i 6 . Public engagement reporting will leverage the quantifiable functionality of the online public engagement software ' s dynamic reporting features . Efforts will be made to reduce open - ended questions that require extensive review and theming . Extensive open - ended comment r review and theming may require additional 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 posting on the County website and for printing paper copies, such as Adobe PDF. ,, i 8 . County staff will provide a single, consolidated set of comments in electronic format for all staff review drafts of deliverables . All comments will be reviewed by County staff to resolve any inconsistencies and provide clear direction . If possible , changes will be provided using track- changes or similar digital comment format . Additional rounds of reviews will require additional resources , not including minor adjustments to finalize the deliverable . 9 . The Clarion team will review and theme work product comments provided by the Steering Committee and prepare a record of Steering Committee meeting outcomes to document project progress over time . The Clarion team will also prepare themes from public engagement inputs and create summaries of these themes . 10 . The project budget is an estimate 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 i 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 16 Orange County Comprehensive Land Use Plan DocuSign Envelope ID : 22 DOB F22-BF98 -41 O &ADE4-6A61 C59DB4DA Clarion Associates team . Any questions 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 . 124 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 . PROJECT MONTH 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Phase 1 : Launch Project � � ! New Issues opportunities , I k Phase 3: Evaluate Planning Influences < Phase 4: Develop ' Plan In 8�- IN W N Phase 5 : Adopt Plan I • • ,��� ' � �. ..�. }-,� 'ram... �.:��v`"v's-..-=�.'".. � `�.,--�-, .,���.,--_-�' ,."✓t. " ,� ✓�-�^ � `�. ,.r -�..-, .-n.. ; �v -��� ^,�-4^ "..� , �✓ Steering Committee (In-Person} --- ----- - - -- Steering Committee (Virtual) Steering Committee (CEW Attendance) j Planning Board Board of County Commissioners 17 Orange County Comprehensive Land Use Plan DocuSign Envelope ID : 22DOBF22- BF984108-ADE4-6A61 C59DB4DA II ORANGE COUNTY, NC PAY SCHEDULE j I Phase 1 Launch Project (Month 1 ) Phase Total : $ 26 , 405 1 . 1 I4ckoff Meeting with County Staff Planning Team $ 41470 1 .2 IGckoff Meeting with Steering Committee $ 41395 1 . 3 Stakeholder Interviews $ 10 ,080 1 .4 Reconnaissance Trip with County Staff Team $ 11885 1 . 5 Develop Project Management Plan $ 21515 1 . 6 : Collect and Inventory ArcGISData , Policy Documents , and Relevant Studies $ 520 I' 1 .7 : Develop Public Engagement Branding $ 870 Project Management Meetings $ 255 Total Travel $ 11415 r Phase 2 Identify New Issues and Opportunities ( Months 2-6) Phase Total : $ 343794 2 . 1 Develop Current Policy Profile $ 61780 2 .2 Steering Committee Meetings # 245 $ 31495 2 .3 Prepare Equity Database $ 31140 c 2 .4 : Community Engagement Window # 1 : Confirming Community Aspirations $ 11 ,400 2 . 5 SUm m ary of New Issues and Opportunities $ 21895 i 2 . 6 Briefings to the Planning Board and Board of County Com missioners $ 51160 Project Management Meetings $ 11020 Total Travel $ 904 I i Phase 3 : Evaluate Planning Influences ( Months 3 -8) Phase Total: $ 193548 3 . 1 Develop the Factbook $ 15 ,440 3 .2 Steering Committee Meeting # 6 $ 1 ,035 3 .3 Briefings to Planning Board and Board of County Commissioners $ 21040 Project Management Meetings $ 765 Total Travel $ 268 Phase 4: Develop Plan ( Months9-20) Phase Total : $ 75, 807 4 . 1 Develop Draft Plan Framework , Vision , and Goals $ 43790 4 .2 Proejct Team Work Session - Growth and Conservation Framework $ 9 ,620 4 . 3 Development of Land Use & Development Recommendations Report $ 31350 4 .4 Develop Plan Policies and Actions $ 13 ,060 4 .5 Steering Committee Meetings # 7A5 $ 10 ,600 4 . 6 Community Engagement Window #2 - Testing Growth and Conservation Framework $ 10 ,960 4 . 7 Briefingsto Planning Board and Board of County Commissioners (2 briefings) $ 41080 4 . 8 Prepare Public Review Draft of Comprehensive Land Use Plan $ 51640 4 . 9 Com m unity Engagem ant Window # 3 " Unveiling of Draft Plan $ 81880 Project Management Meetings $ 31060 Total Travel $ 11767 Phase 5 : Adopt Plan ( Months 21 -26) Phase Total: $ 16, 379 5 . 1 : Finalize Public Hearing Draft of Comprehensive Land Use Plan $ 41440 5 .2 : Steering Committee Meeting # 16 $ 21475 5 .3 : Public Hearings with Planning Board and Board of County Commissioners $ 61690 5 .4 : Finalize the Adopted Comprehensive Plan and Transmit All Final Files to County $ 850 Staff Team Project Management Meetings $ 11020 Total Travel $ 904 Konveio Public Engagement Platform License $ 2 ,270 Budget for Targeted Public Engagement Meetings $ 13 ,000 GRAND TOTAL $ 188 , 204 18 Orange County Comprehensive Land Use Plan DocuSign Envelope ID : 22DOBF22-BF984108-ADE4 -6A6lC59DB4DA --"', CLARASS =01 KKEMP ACORO CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) mom 4/4/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. 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