HomeMy WebLinkAboutAgenda - 09-05-2023; 8-k - Amendment to Professional Services Contract with Clarion Associates to Develop a Comprehensive Land Use Plan, and Approval of Budget Amendment #1-A 1
ORD-2023-035
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 5, 2023
Action Agenda
Item No. 8-k
SUBJECT: Amendment to Professional Services Contract with Clarion Associates to Develop
a Comprehensive Land Use Plan, and Approval of Budget Amendment #1-A
DEPARTMENT: Planning and Inspections
ATTACHMENT(S): INFORMATION CONTACT:
1. Contract Amendment — Services Agreement Tom Altieri, 919-245-2579
2. Year-to-Date Budget Summary Cy Stober, 919-245-2592
PURPOSE: To consider a contract amendment (Attachment 1) between Orange County and
Clarion Associates, LLC, adding additional meetings with the Board of County Commissioners to
the contract for the development of a Comprehensive Land Use Plan, and approve Budget
Amendment #1-A.
BACKGROUND: At its May 16, 2023 Business meeting, the BOCC approved a contract with
Clarion Associates, LCC, to develop a Comprehensive Land Use Plan. Part of the Board's
discussion at the meeting included opportunities for additional Board input during the planning
process.
The attached contract amendment adds up to five meetings to those already included in the
approved contract's scope of work, resulting in a generally bi-monthly meeting schedule of the
consultant and the BOCC throughout the approximate two-year planning process. The first of
these meetings with Clarion Associates is scheduled to occur at the September 12, 2023 BOCC
Work Session. The last page of Attachment 1 includes all the BOCC and consultant checkpoints
in yellow highlighted text.
FINANCIAL IMPACT: The compensation for the additional work included in this Amendment is
$23,750. The original Agreement is amended to reflect a maximum payable amount of two
$211,954.
The consulting service fees are recommended to be funded with $23,750 of the County Capital
Reserve Fund, and would transfer those funds to the Multi-Year Grant Projects Fund. Budget
Amendment #1-A allocates an additional $23,750 from the County Capital Reserve Fund for
Fiscal Year 2023-24 for this purpose and will add to the following Grant Project Ordinance:
2
Orange County Comprehensive Land Use Plan ($23,750) - Project# 10086
Revenues for this project:
Current FY 2023-24 FY 2023-24
FY 2023-24 Amendment Revised
Transfer from County Capital Reserve $188,204 $23,750 $211,954
Total Project Funding $188,204 $23,750 $211,954
Appropriated for this project:
Current FY 2023-24 FY 2023-24
FY 2023-24 Amendment Revised
Project Expenditures $188,204 $23,750 $211,954
Total Costs $188,204 $23,750 $211,954
SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is associated with
this item:
• ENABLE FULL CIVIC PARTICIPATION
Ensure that Orange County residents are able to engage government through voting and
volunteering by eliminating disparities in participation and barriers to participation.
ENVIRONMENTAL IMPACT: There are no Orange County Environmental Responsibility Goal
impacts are associated with this item.
RECOMMENDATION(S): The Manager recommends that the Board:
1. Authorize the expenditure of an additional $23,750 for planning services to add up to five
additional meetings with the BOCC in the development of a Comprehensive Land Use
Plan, increasing the total project cost from $188,204 to a maximum of $211,954;
2. Approve and authorize the County Manager to execute and sign the contract amendment
(Attachment 1); and
3. Approve Budget Amendment #1-A as detailed above.
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Attachment 1
NORTH CAROLINA
CONTRACT AMENDMENT#1
ORANGE COUNTY
THIS CONTRACT AMENDMENT ("Amendment") is made and entered into this 11th day of September, 2023 by and
between ORANGE COUNTY (hereinafter referred to as "County") and Clarion Associates, LLC (hereinafter referred
to as "Provider").
WITNESSETH:
THAT WHEREAS, the County and Provider entered into a contract dated May 22, 2023, (hereinafter the "Original
Agreement"), for the provision of services for developing a Comprehensive Land Use Plan; and
WHEREAS, the County and Provider desire to amend the Original Agreement while keeping in effect all terms and
conditions of the Original Agreement not inconsistent with the terms and conditions set forth below.
NOW THEREFORE, for and in consideration of the mutual covenants and agreements made herein, the parties agree to
amend the Original Agreement as follows:
1. "Attachment A: Deliverable and Fee Schedule" shall be replaced in its entirety with "Attachment A2 First
Update to Deliverable and Fee Schedule".
2. The compensation for the additional work included in this Amendment shall be twenty three thousand seven
hundred fifty dollars ($23,750). Article 5 of the Original Agreement is amended to reflect a maximum
payable not-to-exceed amount of two hundred eleven thousand nine hundred fifty four dollars($211,954).
3. Except for the changes made herein, the Original Agreement shall remain in full force and effect to the extent
it is not inconsistent with this Amendment. In the event there is a conflict between the terms of the Original
Agreement and the terms of this Amendment,this Amendment shall control.
IN TESTIMONY WHEREOF, this Amendment has been executed by the parties hereto, as of the date first above
written.
ORANGE COUNTY PROVIDER
Bonnie Hammersley Leigh Anne King,Director, Clarion
County Manager Associates,LLC
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Project Schedule
The Comprehensive Plan will be developed using the following project schedule.
2023 2024 2025
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 I _
Project
Phase 2:Identify
New Issues&
opportunities _"
Phase 3:Evaluate
Planning Influences
Phase 4:develop
Plan Bocc R8 PS Socc
Bocc :.
Phase 5:Adopt Plan 7_7
CommunityConfirming
FrameworkAspirations
CEW#2:Testing
Growth and
Conservation
CEW#3:Unveiling
of Draft Plan
Staff Working Group(in-Person)
Staff Working Group (Virtual)
Staff Working Group(CEW Attendance)
Planning Board
■ Board of County Commissioners*
*Two additional Board of Commissioner meetings can be added as needed to this schedule.
*Up to two public hearings can be conducted in Phase 5 (with Planning Board and/or Board of
Commissioners).
18 Orange County Comprehensive Land Use Plan
5
Project Cost
ORANGE COUNTY, NC PAY SCHEDULE
Phase 1 Launch Project(Month 1) Phase Total: $ 26,405
1.1 Kickoff Meeting with County Staff Planning Team $ 4,470
1.2 Kickoff Meeting with Staff Working Group $ 4,395
1.3 Stakeholder Interviews(including BOCC members) $ 10,080
1.4 Reconnaissance Trip with County Staff Team $ 1,885
1.5 Develop Project Management Plan $ 2,515
1.6:Collect and Inventory ArcGIS Data,Policy Documents,and Relevant Studies $ 520
1.7:Develop Public Engagement Branding $ 870
Project Management Meetings $ 255
Total Travel $ 1,415
Phase 2 Identify New Issues and Opportunities(Months 2-7) Phase Total: $ 40,261
2.1 Develop Current Policy Profile $ 6,780
2.2 Staff Working Group Meetings#245 $ 3,495
2.3 Briefing to Board of County Commissioners $ 4,983
2.4 Prepare Equity Database $ 3,140
2.5:Community Engagement Window#1:Confirming Community Aspirations $ 11,400
2.6 Summary of New Issues and Opportunities $ 2,895
2.7 Briefings to the Planning Board and Board of County Commissioners $ 5,160
Project Management Meetings $ 1,020
Total Travel $ 1,388
Phase 3:Evaluate Planning Influences(Months 3-8) Phase Total: $ 17,508
3.1 Develop the Factbook $ 15,440
3.2 Staff Working Group Meeting#6 $ 1,035
Project Management Meetings $ 765
Total Travel $ 268
Phase 4:Develop Plan (Months 9-20) Phase Total: $ 86,630
4.1 Develop Draft Plan Framework,Vision,and Goals $ 4,790
4.2 Project Team Work Session-Growth and Conservation Framework $ 9,620
4.3 Development of Land Use&Development Recommendations Report $ 3,350
4.4 Briefing to Board of Commissioners $ 4,983
4.5 Develop Plan Policies and Actions $ 13,060
4.6 Staff Working Group Meetings#7-15 $ 10,600
4.7 Community Engagement Window#2-Testing Growth and Conservation Framework $ 10,960
4.8 Briefings to Planning Board and Board of County Commissioners $ 4,080
4.9 Prepare Public Review Draft of Comprehensive Land Use Plan $ 5,640
4.10 Community Engagement Window#3-Unveiling of Draft Plan $ 8,880
4.11 Briefing to Board of Commissioners $ 4,210
Project Management Meetings $ 3,060
Total Travel $ 3,398
Phase 5:Adopt Plan(Months 21-26) Phase Total: $ 16,379
5.1:Finalize Public Hearing Draft of Comprehensive Land Use Plan $ 4,440
5.2:Staff Working Group Meeting#16 $ 2,475
5.3:Public Hearings with Planning Board and Board of County Commissioners(up to 2) $ 6,690
5.4:Finalize the Adopted Comprehensive Plan and Transmit All Final Files to County Staff $ 850
Team
Project Management Meetings $ 1,020
Total Travel $ 904
Konveio Public Engagement Platform License $ 2,270
Contingency Budget for Board of Commissioner Meetings(up to 2) $ 9,500
Budget for Targeted Public Engagement Meetings $ 13,000
GRAND TOTAL $ 211,954
Key
Meetings with BOCC
19 Orange County Comprehensive Land Use Plan
6
Year-To-Date Budget Summary
Fiscal Year 2023-24
County
Fund Budget Summary General Fund Capital
Reserve
Original Budget Revenue $271,114,238 $0
Interfund Transfer Revenue $1,391,290
Fund Balance Appropiation $7,000,000 $1,038,010
Total Original Budget $279,505,528 1 $1,038,010
Additional Revenue Received Through
Budget Amendment#1A (September 5, 2023)
Grant Funds $386,743
Non Grant Funds $16,241
Additional Interfund Transfer Revenue $66,088
Additional Fund Balance Appropriation $66,088
Total Amended Budget $279,974,600 $1,104,098
Dollar Change in 2023-24 Approved Budget $469,072 $66,088
% Change in 2023-24 Approved Budget 0.17% 100.00%
Authorized Full Time Equivalent Positions
Original Approved Full Time Equivalent Positions (includes
Permanent and Time Limited) 1,001.800
Changes to Full Time Equivalent Positions
Amended Approved General Fund Full Time Equivalent
Positions 1,001.800 0.000
Total Approved Full-Time-Equivalent Positions for Fiscal
Year 2023-24 1,001.800 0.000